HomeMy WebLinkAboutIIIC Nutrition ProgramRESOLUTION 2013-116
ADOPTED
DOC ID: 8544
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2013-116 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
JANUARY 29, 2013:
RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs
Supervisor Scott A. Russell to execute the Consultant/Personal Services Contract between the
Suffolk County Office for the Aging and the Town of Southold for the lIIC Nutrition Programs,
for the period January 1, 2013 through December 31, 2013, for congregate and home delivered
meals for the elderly, at no cost to the Town, subject to the approval of the Town Attorney.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: Christopher Talbot, Councilman
SECONDER: Louisa P. Evans, Justice
AYES: Ruland, Talbot, Doherty, Evans, Russell
ABSENT: Albert Krupski Jr.
· IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG- ~%
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
Consultant/Personal Services Contract
This Contract ("the Contract") is between the County of Suffolk ("the County"), a municipal
corporation of the State of New York, acting through its duly constituted Office for the Aging ("the
Department"), located at the H. Lee Dennison Building - 3ra Floor, 100 Veterans Memorial Highway,
Hauppauge, New York (Mailing address: P.O. Box 6100, Hauppauge, New York 11788-0099); and
the Town of Southold ("Contractor"), a New York municipal corporation, having an address at 53095 Main
Road, P.O. Box 1179, Southold, New York 11971.
The Contractor has been designated to receive funds from the County for a IIIC Nutrition Program for
the Elderly ("the Services") as set forth in Article I, entitled "Description of Services."
Term of the Contract: Shall be from January 1,2013 through December 31, 2013, with an option to
extend, to be exercised at the County's discretion, through June 30, 2014 on the
same terms and ennditions herein.
Total Meals: Daily Congregate Meals: 57 - Not to exceed 14,193 annually
Not to Exceed $78,346 Annually
Daily Home-Delivered Meals: 112 - Not to exceed 29,232 annually
Not to Exceed $171,008 Annually
Total Cost of the Contract: Shall not exceed $249,354.00, as set forth in Article IV, attached.
Terms and Conditions: Shall be as set forth in Articles I through V and Contractor's Response to RFQ
No. 001/2011/MVK and associated addendum on file in the Department and
which are incorporated herein as if the same were repeated herein in full.
In Witness Whereof, the parties hereto have executed the Contract as of the latest date written below.
Town of South~
Supervisor
Fed. Taxpa~,er p #: 11-6001939
Date t [ ~ I [ [.-J
;C/~,~./~. Zo6C~(~.~hereby certifies under
pestles of perju~ ~at I ~,~ o~cer of
~Oc, l,~ ~ ~ ~/d~at I have read ~d I ~
f~ili~ ~5-7 of ~]e ~-of ~e Suffolk CounW Code,
~d ~at ~O~/~ ~ ~O ~I~o/~ mee~ all
requiremen~ qu~i~ f~emption ~ereund~.
Signature ' ~~
App~ved ~ to ~ga[i~:
Paul J. Ma~io~a,
~ Coun~orn~
Assist~t Coun~ A~omey
Date ~/ /,~/~ ~
County of~iffoik
By:
Deputy CounW Executive
Date: ~//~
Approved:
Department
Holly ~hod~s-te~gne- ( ) Da~e
Director, Office for the Agin'gr'
Reeom~l~ded:
,/~nna Prencipe ~ Date
- Food Service Supervisor
lilllll llll !
0018493
Page 1
Sohld NPE NEW Template 2013 rev BB 1-9-13
· IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
List of Articles & Exhibits
Article I
Description of Services
Article IA
Grievance Procedures
Article II
Definitions
1. Meanings of Terms
2. Elements of Interpretation
Article III
1. Contractor Responsibilities
a. Duties and Obligations
b. Qualifications, Licenses, and Professional Standards
c. Notification
d. Engineering Certificate
e. Documentation of Professional Standards
f. Credentialing
2. Termination
a. Thirty Days Termination
b. Event of Default; termination onNotice
c. Termination Notice
d. Duties upon Termination
3. Indemnification and Defense
4. Insurance
5. Independent Contractor
6. Severability
7. Merger; No Oral Changes
8. Set-Off Rights
9. Non-Discrimination in Services
10. Nonsectarian/Nonpartisan Declaration
11. Governing Law
12. No Waiver
13. Conflicts of Interest
14. Cooperation on Claims
Page 2
Sohld NPE NEW Template 2013 rev BB 1-9-13
· IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
Confidentiality
Assignment and Subcontracting
Changes to Contractor
No Intended Third Party Beneficiaries
Certification as to Relationships
Publications
Copyrights and Patents
Arrears to County
Lawful Hiring of Employees Law in Connection with Contracts for Construction or
Future Construction
Record Retention
Notice
Article IV
Financial Terms and Conditions
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
General Payment Terms
Contract Subject to Appropriation of Funds
Accounting Procedures
Audit
Comptroller's Rules and Regulations for Consultant's Agreements
Budget Modifications/Revisions
Personnel Salaries, Pension and Employee Benefit Plans, Rules and Procedures
Financial Statements and Audit Requirements
Furniture, Fixtures, Equipment, Material, Supplies
Lease or Rental Agreements
Statement of Other Contracts
Miscellaneous Fiscal Terms and Conditions
Specific Payment Terms and Conditions
Article
Suffolk
1.
2.
3.
4.
5.
6.
7.
V
County Legislative Requirements
Contractor's/Vendor's Public Disclosure Statement
Living Wage Law
Use of County Resources to Interfere with Collective Bargaining Activities
Lawful Hiring of Employees Law
Gratuities
Prohibition Against Contracting with Corporations that Reincorporate Overseas
Child Sexual Abuse Reporting Policy
Page 3
Sohld NPE NEW Template 2013 rev BB 1o9-13
· IFMS No. 0000000
001-6790/6797/6774/677%4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
9.
10.
11.
12.
Non Responsible Bidder
Use of Funds in Prosecution of Civil Actions Prohibited
Youth Sports
Work Experience Participation
Suffolk County Local Laws Website Address
Appendices 1. Public Disclosure
2. Living Wage
3. Union Certification
4. Lawful Hiring
5. Comptroller's Rules
6. Statement of Other Contracts
7. S.C. Office for the Aging Appendices
Page 4
Sohld NPE NEW Template 2013 rev BB 1-9-13
· IFM$ No. 0000000
001-6790/6797/6774/677%4980, 677~3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
Article I
Description of Services
Town of Southold
Nutrition Program for the Elderly
Whereas, the County issued a Request for Qualifications ("RFQ") on July 28, 2011,' and
Whereas, the Contractor submitted a proposal in response to such RFQ; and
Whereas, the County has selected the Contractor to provide the services as set forth herein;
Now Therefore, in consideration of the mutual provisions and covenants hereafter set forth, the parties
hereto agree as follows:
1. Conflicting Provisions
In the event of any conflict between any provision in this Article I and an exhibit to this
Contract, the exhibit shall prevail unless it is expressly stated in the conflicting provision in this
Article I, that it shall prevail over the exhibit.
General Description of Services
The Contractor shall provide a Nutrition Program for the Elderly to improve, maintain or delay
the decline in the nutritional status of persons sixty (60) years of age and older and help them to
remain independent in their own homes and communities, as more specifically detailed in
Contractor's Response to RFQ No. 001/2011/MVK and associated addendum on file in the
Department and which are incorporated herein as if the same were repeated herein in full.
Adherence to Regulations
a. The Contractor must comply with the regulations and statutes applicable to the conduct
of the Nutrition Program for the Elderly contained in Title III of the Federal Older
Americans Act (42 U.S.C.A. §3030e et seq.) as required by the United States Department
of Health and Human Services, its Administration on Aging, the New York State Office
for the Aging, and Aging; and/or New York Executive Law Article 19-J, 9 NYCRR
Section 6654.10 and Section 6654.11.
b. The Contractor shall provide all nutrition services in conformity to New York State
Office for the Aging requirements which are incorporated in the Suffolk County Office
for the Aging Policy and Procedure Manuals (Appendices) and will adhere to the
requirements of the Suffolk County Office for the Aging Technical Assistance Packet
(see Appendices).
c. The Contractor shall adhere to the program specifications as outlined on the Summary
Sheet(s) for either Congregate Program or Home Delivered Programs as submitted for
RFQ No. 001/2011/MVK, which may be modified and is (are) attached and made part of
the Contract.
Page 5
Sohld NPE NEW Template 2013 rev BB 1-9-13
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
d. The Contractor shall adhere to the specifications as submitted in the Contractor's
Response to Section IV - Technical Services for RFQ No. 001/2011/MVK and the
Contractor's specifications for Targeting, Outreach and Equal Access, which are attached
and made part of this Contract.
e. The Contractor shall comply, and shall require its officers and directors, partners, trustees
or other members of its governing body, and personnel employed to render services under
this Contract, to comply with all applicable rules, regulations and requirements of law,
including without limitation, the Americans with Disabilities Act, and the Technical
Assistance Packet, receipt of a copy of which is acknowledged.
Applicable to All Programs
a. In general, but without limitation, the Contractor shall be required to meet the criteria
listed below:
i. Each meal must provide a minimum of one-third of the Dietary Recommended
Intakes ("DRI") for the sixty (60)-plus age group as established by the Food and
Nutrition Board of the National Academy of Sciences, National Research Council
with menus developed under the supervision of, and approved by, the Department
on a six-week cycle. Special low salt and basic diabetic diets must be provided to
those clients requiring such upon physician's order. The meal pattern and the
amounts must follow those set forth by the New York State Office for the Aging.
All aspects of food preparation and service must meet the standards of the Suffolk
County Department of Health Services, e.g., safe temperature of food - hot entr6e
always served at a minimum of 140°F, salad and other cold items served at 41°F
or below. There shall be no more than two (2) hours between the time of
completion of cooking and the beginning of serving for foods which need to be
held at temperatures above 140 degrees F. For home-delivered meals, this applies
to the last meal served on the route.
ii. The Contractor shall cooperate with and accept direction from the Department's
staff.
iii. All nutrition programs which cook on site must hold a complete sample of each
day's meal(s), including all components except milk and bread, in the refrigerator
for five (5) days for testing purposes. All nutrition programs which serve catered
meals must hold a complete sample of each day's meal(s), including all
components except milk and bread, if possible, or hold three (3) tablespoons of
each meal component, in the refrigerator for five (5) days for testing purposes.
iv. All congregate sites will develop and maintain emergency plans for weather and
evacuation. A copy of the plan will be submitted to the Department at least
annually and in the event of modifications to the plans.
b. Specifications for Congregate Meal Programs
i. Persons sixty (60) years of age or older or who are the spouse of an eligible
individual regardless of age are eligible to participate in the congregate program.
Congregate meals may be available to handicapped or disabled person under sixty
(60) years of age who reside with eligible congregate participants. There is no
means test to qualify. The standardized NAPIS Client Registration Form (sec also
Page 6
Sohld NPE NEW Template 2013 rev BB 1-9-13
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Policy & Procedure Manual) or NYS Short form must be completed for all
participants. All participants must be re-registered every April 1 st.
ii. The Contractor's preparation site where the food is prepared, processed, and/or
packaged must meet Suffolk County Department of Health Services and/or State
Department of Health regulations. Consistent with these regulations, all food
handlers who prepare or work with food must have a Food Manager's Certificate.
Periodic physical examinations may be required. Further, the Contractor shall
assure that such employees observe good habits of personal hygiene. The
Contractor must provide the Department with a copy of the most recent Suffolk
County Department of Health Services Food Establishment Inspection Report,
and any subsequent reports issued during the term of the Contract. The Contractor
must provide evidence that any violations cited on said report have been corrected
and that the preparation site remains in compliance with Suffolk County
Department of Health Services and/or State Department of Health regulations.
iii. The nutrition site shall be open as stated on the Summary Sheet, which is attached
and made part of this Contract; fully staffed, during regular business hours based
on local need and available funding. Holiday schedules are to be posted one
month in advance at the nutrition site. The Contractor shall submit copies of all
holiday schedules and staff vacations to the Department.
iv. The Contractor must provide participant transportation as needed and supportive
services as appropriate to the needs and abilities of each participant. Required
supportive services include education and training, information and referral,
outreach, public information, recreation, shopping assistance, socialization and
volunteer activities. Nutrition education and training must include speakers and/or
presentations. Flyers and hand-outs by themselves are not considered nutrition
education.
v. When viewed as a whole, transportation services must be accessible to people
with disabilities as required by the Americans with Disabilities Act of 1990 (P.L.
101-336) and the regulations thereunder (49 CFR part 37).
vi. The Contractor must abide by standards set forth under both Section 504 of the
Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (P.L.
101-336) and the regulations thereunder (28 CFR Parts 35 and 36) which require
that all programs and facilities (buildings, restrooms, etc.) must be accessible to
the handicapped.
vii. The site manager shall work closely with the Department's staff and other local
agency staff to provide a full array of supportive services for participants.
Specifications for Home-Delivered Meal Programs
i. Eligibility must be determined prior to the delivery of service by using the
standardized Comprehensive'Assessment Tool (COMPASS - Form) (see also
Policy & Procedures Manual - Appendices). Each client receiving home-
delivered meals must be reassessed at appropriate intervals based on each client's
situation, but in no instance less frequently than at least once in each twelve-
month period. The Contractor will also make a six-month contact in the form of a
home visit or a telephone call.
Page 7
Sohld NPE NEW Template 2013 rev BB 1-9-13
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Se~wices - HIC Nutrition/SNAP
ii. The packaging of meals must meet the standards of the Suffolk County
Department of Health Services. Aluminum foil partitioned containers are
recommended. In order to maintain safe food temperatures in delivery, equipment
approved by the National Sanitation Foundation must be purchased. Menus,
whenever possible and feasible, should be sent to the clients.
iii. The Contractor must provide supportive services to the homebound client
according to his or her specific needs. The frequency of the supportive services
will be determined by the individual assessment. Nutritional counseling and
education must be included in this service.
iv. The Contractor shall provide a meal for those holidays and/or weather
emergencies that fall on a weekday. The holiday/emergency meals may be frozen
or canned and must be delivered the last business day before the holiday or
weather emergency. In addition, an emergency supply of shelf-stable food should
be made available twice a year for weather related emergencies. A list of
suggested food items is available from the Department. (see Policy & Procedure
Manuals)
Administration
Overall administration of this program will be the responsibility of the Contractor. The
Contractor or its designee will insure proper implementation and direction of the service,
act as liaison between the Department and the actual service and insure accuracy and
timeliness of submission of all reporting forms and expenditures.
b. Program Staff shall attend meetings and training as requested by the Department.
c. Attendance by site managers at site managers' meetings and training sessions is
mandatory. Transportation to these meetings must be accomplished without decreasing
transportation services to the program.
Contractor's Staff
a. The Contractor agrees to employ adequate numbers of qualified staff and supervisory
personnel to meet all the specifications and responsibilities of the program in an orderly,
punctual and reliable manner and to assure the health, safety, and welfare of participants.
Personnel involved in all aspects of food handling and preparation are to be in good
health and trained to ensure the safety standards of the food prepared and served. A full-
time manager/supervisor will direct and coordinate the daily operations. All meetings and
trainings required by the County are to be attended by the appropriate staff. The
Contractor will have on file with the Department the procedures to be followed by
workers and other staff in case of emergency.
b. The County shall have the right to prior approval of the filling of any site manager position
and the home-delivered meal assessor, and shall be advised by the Contractor of the duties
and compensation of all personnel assigned to the Nutrition Program for the Elderly
Program.
c. The provisions of this paragraph 10 are in addition to the provisions of Article IV,
paragraph 12, subparagraph o.
Page 8
Sohld NPE NEW Template 2013 rev lib 1-9-13
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - IIIC Nutrition/SNAP
Coordination
The Contractor must coordinate the delivery of services with other providers and organizations
to provide the most suitable outcomes and minimize possible duplication of effort. In order to
accomplish this, the Contractor will undertake activities such as, but not limited to, participation
in inter-agency meetings, coordination of referrals and follow-ups with other local service
providers, entering into agreements with other organizations for joint efforts and/or funding,
centralized assessment and maintaining up-to-date resource materials both within and outside the
Contractor's organization.
Targeting and Outreach
a. Targeting activities must be designed to identify individuals in the target populations who
need services and to increase service delivery to the target population by linking targeted
populations to, or providing them with, appropriate service. Consistent with the OAA
and NYS applicable regulations, including the following laws: the Older Americans Act
(OAA), Title III of the Code of Federal Regulations, 45 CFR 1321; the NYS Elder Law
and relevant NYS regulations (Title 9, Subtitle Y of the New York State Code of Rules
and Regulations); the Contractor's targeting goal is to substantially increase the numbers
of older adults from targeted population groups (minority, low-income, frail, vulnerable).
b. The Contractor must give preference to providing services to older individuals with the
greatest economic or social needs with particular attention to specifically identified
targeted groups, (OAA §305 (a)(2)(E)). The term "greatest economic need" is defined as
the need resulting from an income at or below the poverty levels as established annually
by the U.S. Office of Management and Budget. The term "greatest social need" refers to
the need caused by non-economic factors which include physical and mental disabilities,
language barriers and cultural, social or geographical isolation including isolation caused
by racial or ethnic status that restricts an individual's ability to perform normal daily
tasks or threatens the capacity of the individual to live independently (OAA §102 (23 and
24)).
c. The following four target groups have been identified as having the greatest economic
and social needs: minority, low income, frail and vulnerable.
i. Minority - persons of Black, Hispanic, Asian, Native American (American
Indian), Alaska Native, Native Hawaiian or Other Pacific Islander origins.
Persons whose origins are of Two (2) or More Races or who are identified as
being in a racial category different from those above (other than white) may be
included (see the Other Race or Two (2) or More Races categories, defined
below).
a) Black - refers to a person who has origins in any of the Black racial groups
of Africa. This includes, for example, persons who self-report as Black,
African American, Kenyan, Nigerian, Haitian or other applicable
identification.
b) Hispanic (or Latino) - refers to a person of Cuban, Mexican, Puerto Rican,
South or Central American, or other Spanish culture or origin regardless of
race. Hispanic origin can be viewed as the heritage, nationality group,
lineage, or country of birth of the person or the person's parents or
Page 9
Sohld NPE NEW Template 2013 rev BB 1-9-13
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services
- IIIC Nutrition/SNAP
IFMS No. 0000000
001-6790/6797/6774/6777.-4980, 6776-3330-95284
ii.
iii.
iv,
ancestors before their arrival in the United States. People who identify
their origin as Hispanic, Latino, or Spanish may be any race.
c) Asian - refers to a person having origins in any of the original peoples of
the Far East, Southeast Asia, or the Indian subcontinent, including, but not
limited to, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the
Philippine Islands, Thailand, and Vietnam.
d) American Indian or Alaska Native - refers to a person having origins in
any of the original peoples of North and South America (including Central
America) and who maintains tribal affiliation or community attachment.
This category includes people who indicated their race(s) as "American
Indian or Alaska Native" or reported their enrolled or principal tribe, such
as Navajo, Blackfeet, Inupiat, Yup'ik, and/or Central American or South
American Indian groups.
e) Native Hawaiian or Other Pacific Islander - refers to a person having
origins in any of the original peoples of Hawaii, Guam, Samoa, or other
Pacific Islands.
f) Other Race or Two (2) or More Races - this category includes persons
who self-identify as multiracial, mixed, interracial, or a racial category
other than white, not included in the descriptions above.
Low - Income - Persons with incomes at or below 100% (150% for SNAP) of the
poverty level.
Frail - Persons with one or more functional deficits in the following areas:
a) Physical functions;
b) Mental functions;
c) Activities of daily living (eating, bed/chair transfer, dressing, bathing,
toiletry and continence); and/or,
d) Instrumental activities of daily living (meal preparation, housekeeping,
shopping, medications, telephone, travel, and money management).
Disabled - any person who has a physical or mental impairment which
substantially limits one or more major life activities, has a record of such
impairment, or is regarded as having such an impairment. This includes
alcoholism and drag addiction.
Vulnerable - Persons with a deficit of social resources, those who are isolated
socially, linguistically or geographically, and/or those affected by other
environmental conditions including the following:
a) Language barriers; Limited English Proficiency - Individuals who do not
speak English as their primary language and who have a limited ability to
mad, write, speak, or understand English may be limited English
proficient, and may be eligible to receive language assistance with respect
to a particular type of service, benefit, or encounter.
b) Rural residence;
c) Persons with disabilities;
d) Institutionalized or at risk of institutionalization;
Page 10
Sohld NPE NEW Template 2013 rev BB 1-9-13
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - IIIC Nutrition/SNAP
IFMS No. 0000000
O01-6790/6797/6774/6777-4980, 6776-3330-95284
e)
g)
h)
i)
Lesbian, gay, bisexual, transgender (LGBT) older adults;
Low literacy;
Older adult caregivers of children with developmental disabilities, mental
illness, or other disabilities requiring a caretaker (e.g., traumatic brain
injury);
Homebound; and,
Alzheimer's or other Dementia.
d. In order to comply with Targeting requirements, the Contractor must employ Outreach
Strategies which may include, but are not limited to, locating target populations using
Census or other resource data, translated printed materials, location of services in
catchment areas for targeted populations, publicity to community-based groups, and
minority staff/volunteers.
Equal Access
a. The Contractor shall comply with requirements for equal access including language
accessibility, nondiscrimination and concentration of services on target populations.
b. The Contractor shall provide maximum accessibility to those older adults in greatest
economic or social need, and new sites shall be free from architectural barriers that limit
participation of disabled older individuals (NYS regulations, Title 9, Subtitle Y, §6652.2
(1)). Accessibility requirements include provision of services and assistive devices
(including assistive technology services and devices) designed to meet the unique needs
of older individuals who are disabled, and of older individuals who provide
uncompensated care to their adult children with disabilities. Providers must ensure that
communications with individuals with disabilities are as effective as communications
with others (ADA, 28 CFR 35.160-35.164). For example, auxiliary aids and services may
include:
· For individuals who are deaf or hard of hearing: qualified interpreters, notetakers,
computer-aided transcription services, written materials, telephone handset
amplifiers, assistive listening systems, telephones compatible with hearing aids,
closed caption decoders, open and closed captioning, telecommunications devices
for deaf persons (TDDs), videotext displays, and exchange of written notes.
· For individuals with vision impairments: qualified readers5, taped texts, audio
recordings, Brailled materials, large print materials, and assistance in locating
items.
For individuals with speech impairments: TDDs, computer terminals, speech
synthesizers, and communication boards.
c. Additionally, consistent with the Civil Rights Act of 1964, Title VI, the Title VI
regulations, federal Executive Order 13166, and the NYS Human Rights Law, all
subcontractors are required by law to take reasonable steps to provide meaningful access
to limited English proficient persons. All aging services providers are obligated to
provide reasonable, timely, and appropriate language assistance to the limited English
proficiency (LEP) populations each serves.
Page 11
Sohld NPE NEW Template 2013 rev BB 1-9-13
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - IIIC Nutrition/SNAP
10.
Mandated Action:
The Contractor shall, at a minimum, establish a telephonic interpretation service contract
or similar community arrangement with a language interpretation services provider of their
choice no later than 90 days after the effective date of this contract. The Contractor's staff
for this program with public contact must be aware of, and trained in the timely and
appropriate use of, these language services. The Contractor shall also ensure that LEP
persons are informed of the availability of language assistance, free of charge, by providing
written notice in languages LEP persons will understand at service locations.
Reporting Requirements
a. For reports required for this fee-for-service Contract, one unit of service is equal to one
meal. For Nutrition Education, each participant of a group or individual session receives
one unit of service. For Transportation, one unit of service is each one way trip per
person.
b. The following forms and reports are required by the County to meet the standards of the
Nutrition program:
i. Monthly Program Reports
Copies of the participant daily sign-in sheets must be received in the Department
by the eighth (8th) day following month's end.
The units of service/unduplicated count report, including targeting results, is due
the eighth (8th) day following month's end.
The activity report is due one (1) week prior to the month reported.
Menu forms are due four (4) weeks prior to the serving cycle.
ii. Monthly Fiscal Reports
SCOFA Forms NPAG 2 (congregate), NPAG 3 (home-delivered), NPAG 4 and
NPAG 5 are due the eighth day following month's end. NPAG 4 and 5 are to be
signed in ink by the site manager where indicated. The forms listed above are
found in the Policy and Procedure Manual (see Appendices).
iii. Demographics
The Contractor must at a minimum determine and maintain the following specific
type of demographic information for each individual receiving services:
· Name.
· Sex.
· Age.
· Disabled/Frail.
· Vulnerable.
· Lives Alone.
Page 12
Sohld NPE NEW Template 2013 rev BB 1-9-13
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
Low Income - The need resulting from an income level at or below the
poverty threshold, as established by the Bureau of the Census, and updated
annually as follows:
11.
100 % of Poverty Threshold 150% of Poverty Threshold
Size of Family Unit (for IHC Nutrition Program(s)) (for SNAP Program(s))
1 $11,170/year $ t 6,755/year
2 $15,130/year $22,695/year
· Minority
· Low Income Minority - Those minority persons whose income is at or
below the poverty threshold.
c. Electronic Reporting
i. The Contractor shall maintain electronic records on all program participants using
the most currently approved form provided by the Department and compliant with
State and Federal reporting requirements. Data for all participants must be
updated monthly.
ii. In order to comply with electronic reporting requirements, the Contractor must have
adequate computer equipment and software available to support the approved form.
iii. NAPIS required registration must be completed for all congregate and home-
delivered meal participants. The congregate NY Short Form or NAPIS Client
Registration Form and home delivered NY Comprehensive AFM form or
subsequent approved assessment tool(s) must be entered electronically in SAMS
2000 or in subsequent County approved computer systems. All participant data
must be entered completely by the twelfth (12th) of each month for the previous
month's data.
iv. Home-delivered meal participants must have eligibility determined 1) prior to the
delivery of service using the NAPIS required NY Comprehensive AFM form or
subsequent approved assessment tool, or 2) in cases where there is a documented
emergency, the assessment must be done within five (5) working days of service
delivery. The Contractor shall contact the Department's Nutrition Unit of any
occurrence whereby the assessment is not completed under 1) or 2) above. Each
participant receiving home-delivered meals must be reassessed at appropriate
intervals based on each participant's situation, but in no instance less frequently
than at least once in each twelve-month period. The Contractor will also make a
six-month reassessment in the form of a home visit or a telephone call. The
assessment and subsequent reassessments must be entered electronically and
completed by the twelfth (12th) of each month for the previous month's data.
Incident Reporting
a. The Contractor agrees to provide the Department with reports of all instances of claims,
costs, damages, and injuries to persons or property of whatsoever kind arising out of services
provided under this Contract. All such notifications should be given to the Department
Page 13
Sohld NPE NEW Template 2013 rev BB 1-9-13
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
12.
13.
mediately after the incident, if possible, but in no case longer than five (5) days after the
incident. The Contractor further agrees to send the Department copies of all "notices of
claim" or any other papers relating to litigation it receives relating to the program covered
under this Contract.
b. The Contractor will report at least verbally to the Department, within twenty-four (24)
hours any incidents involving the client, whether the incident requires medical attention
or not. A written follow up of such incident shall be sent to the Department within five (5)
days of occurrence. The Contractor will report any circumstances outside normal events
that affect the well-being of the client, including deteriorating conditions and significant
changes that might lead to unsafe conditions for the client.
Confidentiality
Confidential records shall be maintained on each recipient. Reports, as required by the
Department, should not contain the names of any clients, and identifying codes should be used to
indicate particular clients served, if necessary.
The Contractor agrees that no personal information obtained from an individual in
conjunction with this program shall be disclosed in a form in which it is identified with the
individual without such individual's written consent to such disclosure, except to the
Department.
b. In the case of a request by the Department for names and addresses of individuals
participating in the program, the Contractor shall fumish such information as requested.
Failure to comply with a request by the Department for such information shall be deemed
a material breach of this Contract and shall result in a freeze on all monies due and owing
to the Contractor until compliance by the Contractor.
Promotions and Advertising
a. It is the responsibility of the Contractor to provide publicity for the program and to have an
identifying logo in equal sized lettering on any printed materials and on all brochures, flyers,
and advertisements (including without limitation television graphics), and on program vehicles,
as follows:
Purchased with Federal Funding:
Funding provided by the
U.S. Dept. of Health and Human Services
Through the New York State Office for the Aging
and the
Suffolk County Office for the Aging
Purchased with State/County Funding:
Funding provided by the
New York State Office for the Aging
through [the]* Suffolk County [Office for the Aging]*
b. Any announcement of the program on radio or television must identify funding in the same
manner.
* [Omit the words that are not applicable.]
Page 14
Sohld NPE NEW Template 2013 rev BB 1-9-13
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
c. The provisions of this paragraph shall prevail over any conflicting provisions of
Article III Paragraph 20.
14. Contributions
a. The Contractor has the obligation to inform each recipient of the service of the
opportunity to make a completely voluntary and anonymous contribution toward the cost
of the service. Service may not be denied if a person is unable or unwilling to make a
contribution. The Contractor must maintain an audit trail of all incoming contributions
and make monthly reports of any contributions received. All contributions must be used
to enhance services. All printed materials used for the program must include the sources
of funding for the Program and must include the following information:
Contributions to this (these) service(s) are completely voluntary and anonymous. Service
will not be denied because of inability or unwillingness to contribute. Any contribution
you wish to make will be used to expand the program and will be greatly appreciated.
b. Each recipient of service must be informed in writing of the opportunity to contribute at
least annually.
c. In the congregate setting, the Contractor must provide a locked box and envelopes for the
suggested meal donations for the participants in order to protect the confidentiality of
program participants' identities and the amount which they contribute. The suggested
donation amount will be determined through consultation with the Suffolk County Office
for the Aging and the Site Council.
i. All sites must post the suggested contribution for program participants.
ii. Price of the meal for guests must be posted.
iii. The above two amounts are to be posted near the locked box.
d. For home-delivered meal participants, the Contractor must provide envelopes for the
suggested meal donations of the participants in order to protect the confidentiality of the
program participants' identities and the amount which they contribute.
15. Soliciting Participant Comments & Satisfaction Surveys
Pursuant to the NYS Office for the Aging Regulations Section 6654.8, the Contractor shall
develop and implement procedures to obtain the views of program participants about the services
they receive. Copies of records of such views shall be maintained for at least five program years
and shall be available to the Department for inspection upon request. Such method shall respect
the client's right to confidentiality. In any event, at the conclusion of the service, but not less
often than annually, the Contractor shall send each recipient an evaluation letter and survey in
the form approved by the Department, informing him/her of the sources of funding for the
program and including the following information:
Contributions are welcomed and are used to expand this service.
16. Monitoring
a. Financial Transactions
The Department's staff and staff of the New York State Office for the Aging may
examine or review evidence regarding the existence, timing and classification of financial
transactions that are charged to the program for reimbursement. To obtain this evidence,
Page 15
Sohld NPE NEW Template 2013 rev BB 1-9~13
Law No. 14-AG-
Rev. 1/15/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
17.
18.
such staff may examine documentary evidence, including financial statements, financial
reports, etc., and original records. Such staff may make physical verification by actually
observing or counting certain assets (e.g., cash, equipment and supplies) to establish their
physical existence. The Contractor shall cooperate in the Department's periodic physical
verification of cash, food, equipment, supplies and other assets of the program.
b. Program
The Contractor agrees to permit the Department's staff and staff of the New York State
Office for the Aging to review program records and to monitor training, supervision and
services at any time.
Grievance Procedures
In accordance with §306 (a) (6) (P) of the Older Americans Act, as amended (OAA), the
Department has established a process for resolving complaints from older persons who are
dissatisfied with or denied services funded under Title III of the Act. The Contractor shall
comply with the requirements of the Grievance Procedures as set forth in Article IA.
Certificate of Incorporation
The Contractor (if not a town or other municipal corporation) shall furnish the Department with
certified copies of its Certificate of Incorporation and bylaws, including any amendments thereto,
at the time it signs this Contxact, to the extent not already on file with the Department, and any
amendments thereto during the term of this Contract promptly upon their adoption, and a list of
the board members governing the Contractor from time to time. The Contractor shall not
dissolve any existing corporation or establish any new corporation with the responsibility for the
operation of the program without the prior written approval of the Department.
The remainder of this page is intentionally lel~ blank
Page 16
Sohld NPE NEW Template 2013 rev BB 1-9-13
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
GENERAL FOOD SPECIFICATIONS
FOOD SPECEFICATIONS FOR CYCLE MENUS
Meat or Alternate
Meats - USDA Choice or Better
Preservatives, tenderizers, or coloring agents may not be added to any fresh meat or fresh meat product.
Vegetables and Fruits
All fresh fruits and fresh vegetables must not contain bisulfates.
All fresh fruits and fresh vegetables must be washed.
Fresh Fruit Minimum Size
Oranges 113
Apples 120
Bananas 150
½ cup represents drained weight of fruits and vegetables
Frozen Vegetables - Grade A - Fancy (USDA)
Canned vegetables - Grade A - Fancy (USDA)
Margarine - from liquid vegetable oil and fortified with Vitamin A
Bread/Alternate - whole grain or enriched
Instant Mashed Potatoes must be fortified with Vitamin C
Milk - Vitamin A & D fortified skim or low-fat milk - 3 days lead time from day of service
Desserts
Gelatin - fortified with Vitamin C
Milk-based puddings used for pudding mix
Canned Fruits - Grade A - Fancy (USDA)
Canned Fruit Juices - Grade A - Fancy (USDA) - fortified with Vitamin C
Frozen Fruits - Grade A - Fancy (USDA)
All foods shall be obtained from State or Federal inspected plants.
End of Text for Article I
Rev. 719112
Page 17 of 42
Sohld NPE NEW Template 2013 rev BB 1-9-13
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - IHC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Contractor's Response to RFQ No. 001/2011/MVK
For Nutrition Programs for the Elderly
Town of Southold
Rev. 7191t 2
Page t8 of 42
Sohld NPE NEW Template 2013 rev BB 1-9-13
R~Q No. O01/2011/MVK
~.I~ No. 11-AG-020
RFQ For Nutrition Progr~ for the Elderly
Section IV
Technical Services Requirements
Nutrition Programs for the Elderly
PROGRAM DESIGN, FACILITIES, DOCUMENTATION, SERVICES AND ACTIVITIES:
1. Prom,am Desitin: Coampate Meal Proeram /Hame Delivered Meal Preprtan
A/B: Food Service and Supportive Services
Southold Town Senior Services is a multipurpose senior centex that has provided nu~tion and support
services to Senthold Town resident's age 60 and older since 1974. The Centex is located in the bare. let of
Mattituck and is in close proximity to Mattituck village, public transportation, shopping, banl~ing, etc. We
are planning to open a satellite program at the Town's Recreation Facility at 970 Peconic Lane in Peconic
pending the appropriate al,laovais from the Suffolk County Office for the Aging and Department of Health.
The Town was awarded a grant from the New York State Office for the Aging in 2010-2011 for senior
centex improvements. The funding is allowing us to make necessary repairs and upgrades to our main
Centex in Mattituck and purchase new equipment. We will be repurposing existing equipment and furniture
to the Peconic Recreation Center in order to expand our sexviccs. This location ia desirable because the
Town's Senior Citizen Clubs currently meet bi-monthly at the facility and Peconic ia more centrally located
with close proximity to public transportation for improved access for eastern parts of the township. The
service catchment area for Sonthcid Town's nutritional program is the North Fork of Long Island, an area
of approximately 70 square miles. Because of its vast rural nature, vital transportation is provided to our
senior participants via bus or van. There are 13 vehicles assigned to the Senior Center for the purpose of
delivoring meals to the homebeund and transporting seniors to the Centex, six of which are leased to the
Town by Suffolk County Office for the Aging. Transportation to the satellite center will be considered
based on demand and capacity of existing transpemtion systems in place. $outhold Town is proposing to
continue providing nutrition and supportive sea, ices to senior citizens 60 years of age and older. Our intent
is to improve, maintain or delay ~he decline in their nutritional status while helping them to remain
independent at home and in their community. We currently serve an avexage of 57 congregate meals and
112 home delivered meals dally.
Our centex is a licensed food service establishment with Suffolk County Department of Health (see attached
DOH certificate/Sec. IV..I #1). Our dedicated and trained staff of 28 (see attached organizational
chart/Sec.ll, l.e and Sec. II.2 Qualifications and Experience for Assigned StaJ~ is committed to SexVing
quality congregate and home delivered meals with a high nutritional value (see attached menus/Sec. IY.I
~4). All meals and supportive services are provided to Southold Town residents aged 60+ and meet the
nutritional and regulatory requirements set forth in Program Specifications for Nut~tion Programs as
outlined in Article I of RFQ. Dietary modifications are provided for special health requirements (diabetic
and low sodium diets). We also reasonably accommodate participants who have particular die~uy needs
arising from religious requirements or ethnic backgrounds. All menus arc suhmitted to thc Registered
Dietician with Suffolk County Office for thc Aging for prior approval.
Our rosin Center in Mattituck and propused satellite in Peconic are both fully accessible to persom with
disabilities and are in full compliance with provisions under the Americans with Disabilities Act. The
Center has a maximum capacity allowance of 175 ixrsons and is complete with dining room seating for
100. The Peconic Recreation Centex has a maximum capacity of 371 persons with seating for 160 (see
Sec.l~ 1.2). We also have a fully equipped commercial kitchen in our prima~ site and have fall generator
back up in the event of a power outage. In addition to the senior nutrition pm/rams, Southold Senior
Services offers a full range of recreational and comprehensive supportive services to Town residents 60
years of age and older. (Sec. IV.B)
I~FQ ~o. 001/2011/MVK SC Law N~ 11-AG-020
RFQ For Nutrition Programs for the Elderly
IV.1. Congregate Meal Program:
Southold Town Senior Nutrition Center is open 5 days a week, Monday through Friday (except for legal
holidays). Our hours of operation are fi.om 8am- 5pm. Our objective is to provide senior rmidents with a
nutritious daily meal, as well as a community meeting place where they can enjoy recreational programs
and social activities, with full supportive services available on site as needed. We provide regular route,
door to doer transportation for seniors within the Town who attend the progranz Our goal as forth in Tire
Ill of the Federal Older Americans Act is to improve, maintain and dehy the decline in the nutritional status
of persons 60 years of age and older and help them remain indepondent in their own homes and
conununitiss. All participants are enrolled using the NAPIS Client Registration and data is entea~ed
electronically in SAMS 2000. All meals are cooked on site and meet 1/3 of the RDA. Meals are served at
12 noon and traasportation is available. The suggeated confidential voluntary contribution is $4.00 per
meal and no one is denied ~erviee due to inability or unwillingness to pay. All participant contributions are
used to expand services. Signs pertaining to the suggested contribution are posted and envelopes are
provided so all purtieipant contributions remain anOnymous. A locked box is available for all monies
donated. Our program staff onder the direct supervision of our full time Senior Citizens Center Manager,
Jaequeiine Martinez, are on site to assist seniors at all times.
Since safety is a high priority, the Senior Center is fully equipped with fire and smoke detection alarms and
fire suppression equipment. We are known to the local fire depm/aient (see Sec. IKI. 6) and are monitored
by the Central Station of Suffolk Security Systems. Fire evacuation phns are posted and fire drills are held
twice yearly. Our Center is inspected regularly and meets all fire safety stan~, for areas of public safety.
Congregate Meal Program participants are provided with a packet of ~tmetiom to follow in the event of a
weather emergency. In some instances, our Center remains open with no transportation provided. Seniors
are alerted via radio and are called by Canter staff to ensure their well being. If the Center is, has an early
closing for a weather related emergency, all seniors are transported to their homes promptly. If the Center
does not open, seniors are alerted via the local radio stations. In the event of extreme heat emergencies,
seniors are offered instructional health/safety materials. Seniors are also notified that the Center operates as
an emergency cooling center when the Town Supervisor declares an extreme heat emergency.
IV.1. Home Delivered Meal Program:
Southold Town's Nutrition Program furnishes home-delivered meals to senior residents aged 60+ and other
eligible candidates per $COFA Policies and Procedures Manual. Priority is given to frail, nutritionally at-
risk elderly individuals with the greatest economic or social needs with particular attention to low income
minority, all meals are cooked on site and meet 1/3 of the RDA. Our program ac~eres to all policies,
procedures and specifications the Nutrition Programs for the Elderly as set fo~h in Article I of RFQ
Program Specifications for Nutrition Programs. Eligibility is dete~a~ed prior to the delivery of service by
using the standardized New York Comprehensive Assessment AFM Form. The suggested confidential
voluntary contn'antion is $4.00 per meal and no senior is denied service for inability or unwillingness to
pay. Participants are provided an envelope weekly for their con~bution to ensure contributions remain
anonymous. All data is entered electronically into the SAMS 2000. Each client receiving home-delivored
meals is reasseased minimally at the appropriate 6 month intevcal receives an in-home annual review in
each 12-month period. The COMPASS Assessment helps determine the supportive services needed and the
frequency of those se~ices and helps us identify those seniors nutritionally at risk.
RFQ No. 001/2011/MVK
SC Law No. 11-AG-020
RFQ For Nutrition Programs for the Elderly
Home-delivered meals are prepared on site and packaged in three compartment disposable microwavable
trays. Our new Oliver packing system allows seniors to reheat meals in a eonventioml oven or microwave.
The clear protective seal with safe handling/reheating imtruetions allows for greater quality control and is
more presentable for seniors. (see attachment Sec. lEA.I). All packing and meal delivery procedures meet
the safe food handling standards set forth by Suffolk County Department of Health and Article I of RFQ
Nutrition Program Specifications, (i.e., hot entree's are served at minimum of 140 degrees Fahrenheit with
salad and other cold items served at 42 degrees Fahrenheit or below). The Town curr~tly has five
homebound meal routes throughout our catchment area. Meals are transported in special carriers to
maintain required temperatures and delivered in less than 2 hours. Frozen meals are provided for those
holidays and/or weather emergencies that fall on a weekday and are delivered the last business day
beforehand. Additionally, emergency shelf stable meals are dish4buted at least twice yearly for weather
related emergencies. If the program cannot deliver, all home delivered meal participants are called in the
early morning and notified when driwxs cannot deliver. An announcement is also made on the local radio
station. If the Center is closed, seniors are alerted via the local radio stations. All seniors are provided with
a packet of instructions to follow in the event of an emergency, which may result in the Center closing.
Instructiom are also distributed for extreme heat emergencies and our Center serves as an emergency
cooling shelter when the Town Supervisor declares a heat emergency. Transportation is available to home
bound seniors to the cooling shelter.
IV.I.A. Food Service: Congregate Meal Program/Home Delivered Meal Program:
Southold Town Senior Services Nutrition Program has over 37 years experience in providing
institutional food service. Our professional kitohen staffprepares all meals on site. (All meals meet the
RDA and all speci, fications for nutrition programs set forth in Article I-RFQ). Food is uniformly
portioned and congregate meals are served promptly at noon. Home Delivered Meals are propared and
packed out by 10a.m~ and ali delivery mutes are under 2 hours. Policies and procedures food safe food
handling and transport arc strictly adhered to and monitored regularly. The kitchen is a fully equipped
commercial ldtohen and offers suitable storage for food supplies, dry goods, and frozen and refrigerated
food products. All food and supplies are ordered in bulk for optimal pricing and avaihbility. The
Center follows the Town's procurement policy as set forth in General Municipal Law Sect/on 103,
relative to formal bidding of food, supplies and equipment. Inventory control procedures are also in
place for monitoring equipment use and condition. In addition, all foods and rehted supplies are
inventoried and rotated routinely to ensure opt/mai quality. The Center services an average of 57
congregate and 112 home delivered meals daily, Monday through Friday.
Southold Town Senior Services employs a fully trained/eredentialed kitchen staff consisting of a Senior
Cook, Assistant Cook, and four Food Service Workers. All kitchen operations are directly supervised
by our Senior Citizen's Center Manager. No component of our food service operation will be
subcontracted to outside services.
3. No variation from the proposed program plan is anticipated.
IV.1. B. Supportive Services: Congregate Meal Prograta/ltome Delivered Meal Program:
In addition to our nutrition programs, seniors are provided with a comprehensive array of support
services designed to meet their many needs. Recreation programs, activities, trips and special events are
offered regularly. Community outreach and monthly wellness education programs are provided along with
individual ease management service and entitlement counseling. Caregiver support groups and education
programs are offered along with full day Senior Adult Day Care.
I~FQ N~. O01aOll/MW
SC Law N~ 11-AG=020
RFQ For Nutrition Programs for the Elderly
Residential Rq0air Program is available to assist seniors with minor home repairs. We also Imve an RSVP
Telephone Reassurance Program in wkich volunte~s provide daily phone contact to homebound seniors.
East End Hospice offers a 15 week bereavement support group annually and we host an annual henlth and
wellness fair y~rly which is open to our community. All programs are listed on the Town of S0uthold's
websitc ~southoldtow~ northfork, net with e-mail links to designated program staff .The Town' s Data
Control Department enters all of our curnmt information on Cablevision's Government Channel 22 to
televise community announcements, menus, activities, and special events. The Suffolk Times Newspaper
also features msny of our events at no cost in their Community Events/Calendar section. In addition to
regular route transportation services to the Center, wc also provide essential demand responsive
transportation for seniors to medical appointments, grocery shopping, banking, etc. All support
services/activitics are printed on a monthly calendar, posted at the Center on bulletin board and distributed
to all homebonnd meal recipients.
IV.1.C.Transportation: Congregate Meal Program/Home Delh, ered Meal Program
Southold Town Senior Services provides both "Regular Route" and "Demand Responsive" mmsportation~
Regular route, door to door service is provided to and from thc Senior Center daily. Regularly scheduled
trips for shopping, senior citizen club meetings and recreational events fall under this service category.
Demand responsive transportation is reserved for essential medical appointments. Driver oscort assistance is
provided and appointments are made on a reservation basis. Transportation services are available to all
seniors 60+ residing in Sonthold Town. We currently have 13 vehicles dedicated to this program, five of
which arc handicapped/wheelchair accessible. Service is not restricted to Town boundaries and we often
transport seniors for medical services to Riverhead and points west as far as Stony Brook University
Hospital. We have experienced an increased demand for transportation services since last year and have
worked diligently to service thc needs of our senior residents to meet this demand.
IV.1.C.T~ge~ing: Home Delivered Meal Program
IV.I.D.Targeting: Congregate Meal Program
Targoting the low-income minority elderly living in Southold Town, particularly in thc Village of Greenport
(4% of seniors in our catchment area in this category) ~ra~aim a high priority. By increasing our visibility
and expanding access to services, we continue our focus on reaching as many seniors as possible that need
· and will benefit from our program, particularly the frail, low-income and low income minority elderly who
are nutn'tionslly at-risk: According to the 2000 U.S. Census, 4% of the elderly residents in Southold Town
are minority. From January 2011 to date, we served 3.5% minority seniors in our combined nulxition
programs. Two new initiatives for 2011 include the establishment of a satellite nutrition program at the
Peconic Recreation Center which is made possible through a NYSOFA grant for improvements to senior
centers. The grant award is allowing us to equip the newly renovated Peconic Center with the appropriate
food service set up and make necessary repairs to our main center in Mattituclc Given its more central .
location and closet proximity to G-teenport, we are hoping to improve access to minority seniors who would
have less distance to travel. The Peconic Center also serves as the venue for the town wide senior club
meetings two times monthly and our initial plan is to provide lunch on site to eligible seniors. If there is a
demonstrated need for transportation seceices, a regular route bus run will be ennsiderecl. We are looking
forward to working with SCOFA in implementing this satellite program pending the necessary approvals.
Lincla Ortiz was appointed as Director for Community Action for Southold Town (CAST) this past year and
has been active in reaching out to our staff on ~ferrsis involving individuals 60 years of age and older,
particularly low income minority elderly. Since CAST serves a large minority component, this is a very
effective community linkage. CAST is also provided regular access to our community services room at the
Center.
RFQ No. 001/2011/MVK SC Law No. ll-AC~020
RFQ For Nutrition Programs for the Elderly
Ms. Ortiz and I are developing a plan for a cooperative program in which minority seniors using CAST
services will be picked up at the Greanport office and accompanied to our senior canter for lunch
regularly or to our satellite program in Peconic whan available. Ms. Ortiz reports that many of the minority,._,.
saniors who come to her office do not disclose their physical addresses for a variety of rensons but would
come to the nutrition center if introduced to the program gradually. Our Senior Canter Manager, Jacqueline
Martinez is fluant in Spanish and will accompany me to presant to the Hispanic Parish Ministry at St. Agnes
Church in Coreenport. The weekly Spanish masses and community meetings held on Saturday evenings will
provide an effective venue for expanded outreach. Plans are also being formulated to provide on-site
outreach at the CAST office in Greanport to sh-engthen our targeting efforts.
In 2010, Southold Senior Services partnered with the North Fork Woman to Woman Fund in their
NYSOFA's Community Empowennant Aging in Place Grant Program to expand and enhance awareness
and service delivery to the lesbian anmmunity on the North Fork. We are also working closely with the
SAGE (Services and Advocacy for Gay Elders) Long Island organization to expand their activities and
services to the LGBT community on the East End. Currently the group meets at the Center bi-monthly for
socialization and a late afternoon lunch. Meals are provided to eligible seniors in the group and they are
provided the opportunity to make a voluntary and anonymous contn'bution. Ineligible participants must pay
the guest price. An additional target population is thc kosher population. Outreach efforts will include
contact with the Rabbi at the Tifereth Isracl Synagogue in C-reanport to schedule an informational
presantstion to thc congregation.
On going activities to broaden our community outreach, include daily public service announcements on
Cablevision Channel 22 - Governmant Access Television and WLNG-Radio/92.1FM. In addition to our
current print materials, ie, brochures, newspapers, senior canter menus and activity calendars, we are now
featured in Eastern Long Island Hospital's newsletter along with Saniors Options and Solutions Program.
(SOS). The newsletter, which has a town wide distribution, will has a dedicated section for seniors
highlighting the pwgrams and services aVailable to them. Eastern Long Island Hospital's SOS Program also
provides monthly wellness seminars at the Senior Canter in conjunction with thc Mantal Health Association
of Suffolk. This program is funded under the NYS-OMH Mental/Physical Hanlth Integration Grant
administered by South Oaks Hospital. We provide round trip h'anspo~ation to any interested senior in
Southold Town. All manus and activities arc posted weekly on the Town's official website at
southoldtown.nor thforknet. Wc also continued our conUaet with King Kullan Pharmacy to print our
program information on 24,000 prescription bags for 2011. We also employ ongoing outreach efforts to
medical facilities, doctor's offices, senior citizen club meetings, local churches, and other special groups or
organizations that focus on serving our sanior population. Suffolk County Office for the Aging has also
assisted us in our outreach efforts. Wc also continue existing practices of public service announcements,
distribution of program and informational brochures and activities calandar throughout the Town, ongoing
program announcements in the Suffolk Times Community Calendar page and Senior Sourccbook: We also
employ ongoing ouireach activities including informational presentations by program staff and/or
distribution of print material to medical facilities, doctor's offices, selgor citizen club meetings, local
churches, and other special groups or or/anizations that focus on serving our senior population. Suffolk
County Office for the Aging has also assisted us in our outreach cffo~s.
The second initiative is the establishmant of a new town wide interdepartmantal GIS (Geographic
Information System). This new geographic information system will allow us to review and analyze service
data to improve our outreach efforts by allowing us to clearly identify and target underserved areas and
carixmt delivery patterns. This system will also be useful in setting up a more efficient regular route
tnmsportation system to both nutrition sites. An added feature of superimposing mapping applications will
provide us the opportunity to identify seniors in low lying areas and flood zones for improved emergancy
preparedness planning.
RFQ ~o. 001/2011/MVK SC Law N~ Il-AG-020
RFQ For Nutrition Programs for the Elderly
IV.D. Coordination: Hom~ Delivered Meal Program
IV.E. Coordination: Congregate Meal Program
Southold Town sponsors a monthly meeting of the Town's Committen on Health Care Issues and the
Elderly. The committee meets regularly and has a diverse group membership of 28 agencies representing
health eamaM community sec'vice providors from both the private and public sectors. The meeting
provides networking opportunities for profi~ssionals and allows for a valuable exchange of information and
coo~'mation of the resources available to our senior population. Tlie committee also provides a'mechanism
for minimizing duplication of programming for improved services to seniors. Within our agency, the
Compass/SAMS assessments allow us to maintain a comprehensive record on each client we serve and
assist in optimizing coordination with formal service providers. Our professional staffreviews and
discusses our clientele at regular intervals in order to develop the most appropriate, individualized care plan
and follow-up services. Program staffshures common office space, which provides for optlmnl information
exchange and improved coordination of service. A confidential log sheet is maintained in our main office
that reflects daily stares changes that occur with each individual client. Program staffaceasses this log
daily and provides follow-up accordingly. The log serves as an internal mechanism to reduce duplication of
services provided to our program participants by our staff.
In 2009, Southold Town Senior Services partnered with Eastern Long Island's Gerla~ic Center of
Excellence in the development and implementation of a senior community needs survey. Data from 400
respondents (including Fishers Island) was used to evaluate the effectiveness of existing programs and
services and client satisfaction. Transportation and available in-home care and related costs continue to be a
concera for many seniors. In 2010 a focus group was formed and members of ELIH staff and local
community members, business people and local government representatives convened to assist the Town of
Sonthold in the future development of the Human Services Chapter Southold Town's 2020 Comprehensive
Plan for Human Services. Partnerships were also developed with South Oaks Hospital, The Mental Health
Association of Suffolk County and ELIH Senior Options and Solutions. Program to implement the NYS '
Geriatric MentaVPhysieal Health Integration Grant. In 2010, 736 mental health seresaings through primary
care physieiass were completed along with 74 assessments and 568 direct client enntacts and 992
coordinated service refenal contacts. In 2011 Southold Town Senior Sorviees reenived $9,000 in funding
to support transportation costs related to the co-location of services as part of this initiative. Seniors enrolled
in our Congregate Meals Program benefit directly from these on-site services as well as the monthly senior
wellness classes provided through this grant. In 2010, 11 programs were offered with 186 seniors
participating. Home Delivered Meals recipients also benefitted from available in-home counseling servieex
at no cost. In 2011, ELIH Geriatric Center of Exeellenco will focus on a new networking program with
Southold Senior Services for improved coordination with disebargo planners on in-patient follow-up and
discharge support for seniors accessing the emergency room resulting in a non-admission. These seniors
who often frequent the ER, are at particular risk and without admission to the hospital, comprehensive
assessment of community based needs is not done. Juliet Fredella, Director ofthe Senior Options and
Solutions Program will work closely with Senior Services in identifying and developing protocols for
further evaluation, referral and linkage to appropriate community based programs and services for seniors
at-risk.
In 2009, Southold Town Senior Services opened a Community Services Room to improve access to
services for seniors on the north fork. Deal/cared office space, with phone and computer support is provided
to agencies offering services to seniors at no cost. Current on-site providers include SCOFA Advocate,
ELH-I Senior Options and Solutions, CAST, Suffolk County Departments of Labor and Veterans Services
(by appointment), RSVP Telephone Reessurence Program, Touro Law School Senior Citizen Law Project
and Mental Health Association of Suffolk.
R~Q No. 001/2011/MVK SC Law No. Il-AG-020
RFQ For Nutrition Programs for the Elderly
IV.F. NAPIS Client Registration: Congregate Meal Program
IV.E.Comprehemive Assessment AFM Form (COMPASS) :Home Delivered Meal Program
Phyllis Markbpoalos, LMSW and Heather Piscatelii, LMSW, serve as our primary COMPASS/SAMS in-
home assessors. Both are well qualified and are proficient in their duties with extensive experience in
working with seniors. In addition, our Senior Citizen Center Manager, Jacqueline Martinez, MSW and
Senior Adult Day Care Supervisor, Jean DeLorme, B.S. and Karen McLaughlin, B.A., Director of Human
Services are also proficient in completing Compass/SAMS assessments and can offer assistance as needed
to avoid service interruption or delay. Client assessments (COMPASS/SAMS) are completed on all seniors
who request home delivered meals. Service is initiated when a client, family member or other service
provider makes a referral by calling the Center. An intake is completed with basic information provided
and an initial home visit is scheduled with the sen/or and their family as necessary to complete the full
client assessment. Once eligibility is determined after the in-home visit, the client is provided service in a
timely vos~ner. Comprehensive assessment data is entered electronically in the SAMS 2000 program by
program and clerical support staff that are specifically trained in the SAMS system. Each client is provided
with a packet of information, which includes our program policies and procedures, and a complete list of
the supportive services we offer. Follow up contact is made by telephone no later than six months after
service begins and an in home visit at least once annually by our assessment staff. (See attached
resumes/section lI.2.a and IY.H.$).Event -based reassessments are conducted within $ days of the time in
which a change occurs regard/ng the appropriateness of the current, care pla~
For Congregate Meal Program participants, A NAPIS Chent Registration is completed annually, reviewed
and uploaded on thc SAMS 2000 program by the appropriate program staff. NAPIS Client Regis~'ations arc
reviewed by Senior Center Manager, Jacquclinc Martinez, prior to data entry. Once registratiens arc
reviewed, information is entered and/or updated clectrenically by Ms. Martinez or trained s,ut~ staff
responsible for client data entry and related reports. All data is entered completely by the 12 of each month
for the previous month's information. Cheryl Kaswall, Account Clerk Typist (with our agency for over 9
years) and Christine Drosko~ki, Clerk Typist (with our program for 15 years) have been trained in SAMS
and are proficient with the Suffolk County approved computer systems. Technical assistance has been
provided by $COFA on a regular basis so all staff remains proficient in curreat applications. All computer
equipment is suitable for SAMS purposes and is upgraded as required by our Data Control Depa~hnent.
IV.G.Other Resources: Congregate Meal Program
IV.F. Other Resources: Home Delivered Meal Program
As a division of Southold Town government, Senior Services is afforded the many servicea and resources of
the Town. Our building cleaning and maintenance, both interior and exterior is provided by our
Department of Public Works. The Towns Accounting and Finance Department processes all vouchers,
revenues, expenses, payroll and financial records. Ail financial and audit reports are available for review on
the Accounting Deparhiient's link on the Town's website. The Town Police Department provides
emergency assistance as needed and maintains regular contact with the Center. Police Depar~nent
personnel also make appropriate referrals to our department for flail elderly residents at risk. Our
Recreation Department provides an array of trips and recreational activities open to seniors. They also have
a very active Sealer Citizen Clubs that meet regularly. Many of our program participants benefit from
senior club membership. The Assessors Office provides home visits to assist seniors in completing senior
tax exemption and STAR applications. Our Town Supervisor is very supportive of our program and h~ndles
all public notices and special events and is involved in program development.
RFQ No. O01/2011/MVK
SC Law No. 1 I=AG=020
RFQ For Nutrition Programs for the Elderly
Southold Town's Emergency Response Plan is on file with thc Suffolk County Office of Emergency
Services as mandated. The Senior Services Director serves as Deputy Coordinator of the Emergency
Management Team for Southold Town. The Human Resource Center is a desiguated non-medical special
needs evacuation shelter for the Town. The Senior Center and Katinka House buildings are equipped with
emergency generators and our on-call staffis well trained in working with the elderly. Katinka House, our
social model adult day care program will serve as a shelter for coguitively impaired/frail seniors without
special medical needs. The Town Supc~/isor acts as the Emergency Manager for Southold Town. He
declares a state of emergency and mobilizes the emergency management team. The local Emergency
Operations Center (EOC) is the clearing house for all calls. The EOC identifies the need and directs
individuals to the appropriate services. The Senior Center staffhas a list of seniors that are identified as
high priority for evacuation and the Senior Center Director and staff call the seniors and notify the local
F_DC. In additiun to registration for special needs available in mailings or on the Town's website, all home
delivered participants are provided thc opportunity to register and he screened by the Town's Emergency
Management Committee. Seniors with special medical needs will be referred to thc Suffolk Gounty JEEP
(Joint Emergency Evacuation Program). The volunteer f-Ire departments coordinate transportation to the
evacuation center. Seniors with special medical needs are transported to the medical special needs shelters
designated by thc Town of Southold and Suffolk County Joint Emergency Evacuation Program (Currently
Peconic Landing and San Simeen by thc Sound arc medical special nec& shcltem). Those seniors without
special needs are directed to thc general evacuation centers at their local schools. The Town will .m~intain
and update thc data hases regularly so information remains current.
Senior Service also coordinates with outside agencies and human service providers that serve the senior
population of Southold. Our agency has frequent contact and coordinates many services with the following
agencies: San Simeon Nursing Home, Eastern Long Island Hospital, Peconic Bay Medical Center, Peconic
Landing, EEGO and SAGE L.I., North Fork Women for Women Fund, Dominican Sisters Home Health
Care; Lewin Agency; Utopia; Peconic Bay Home Health Care; Catholic Charities; North Fork Parish
Outreach; North Fork Housing Alliance; Community Action of Sonthold Town (CAST);Ameriuan Red
Cross; RSVP, Family Service League of Suffolk; Suffolk County Office for the Aging; Suffolk County
Department of Social Services; Adult Protective Services and Medicaid Unit; SOcial Security
Administration and EPIC.
Our Center is also a host site for our local high school districts for community service projects and a work
experience placement site for Medical lnterm and Resident Physicians from Stony Brook University
Hospital, Physician Assistants Students from Touro College and Gerontology students from St. Joseph's
College and St. Bonaventure University. Other volunteer opportunities are available to seniors with the
Telephone Reassurance administered on-site by the Retired Senior Voluateer Program and our Social
Model Adult Day Care Program, Katinka House.
IV.H.Contribution Policy: Congregate Meal Program
IV.G.Contribution Policy: Home Delivered Meal Program
Seniors participating in our nutrition programs are informed of their opportunity to make a voluntary and
confidential contribution for the cost of the meal. For Congregate Meal Program participants, a
contribution sign is posted and visible that states our funding sources, our sponsoring agency (SCOFA), our
$4.00 suggested contribution, and the fact biO one is ever denied a meal due to unwillingness or inability to
pay. Envelopes are provided for their anonymous contributions and placed next to a locked box in a corner
of the dining room. Seniors place their contribution in the box if they desire. For Home Delivered Meal
Program participants, an unmarked envelope is provided by their driver on Thursdays with their meal.
Clients have an opportunity to return their envelope to their driver, who returns it to the designated Center
RFQ No. 001/2011/MVK SC Law No. 11-AG-020
RFQ For Nutrition Programs for the Elderly
staff. S~niors and/or their families may also mail their contribution if they prefer. All homebound meal
recipients are given a letter prior to start of slaMce and annually thercafter, explaining our contribution
policy and procedures and suggested donation of $4.00 per meal. The letter clearly states that all
contributions are voluntary and anonymous and that NO one will be denied service for inability or
unwillingness ~ pay. All nutrition program participants are also informed that all contributions are used to
expand services. Suffolk County Office for the Aging and New York State Office for the Aging are
referenced as funding sources on all print material distributed to clients and available to the community.
IV.I.Documentation: Congregate Meal Program
The following documentation is included as attachments and referenced in our proposal.
1. Permit from Suffolk County Department of Health Services
2. P~ mit Southold Town Building Department
3. Food Managers' Certificates
4. Sample Menus.
5. One month activity schedules and list of support services
6. Written Notification to Local Fire department
IV.H. Documentation: Home Delivered Meal Program
The following documentation is included as attachments and referenced in our proposal.
1. Permit from Suffolk County Health Department
2. Permit from Southold Town Building Department
3. Food Managers' Certificates
4. Sample Menus
5. Resumes for Home Delivered Meals Assessors.
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Contractor's Response for Targeting, Outreach & Equal Access
For Nutrition Programs for the Elderly
Town of Southold
Rev. 7~/12
Page 19 of 42
Sohld NPE NEW Template 2013 rev BB 1-9-13
SOUTHOLD TOWN ltlIMAN SERVICES
Program Narrative 2013
Nutrition Programs for the Elderl~
lll-C-1 Congregate Nutrition
m-c-2 Home Delivered Meals
Income Projections:
For program year 2012 year-to-date ( 1 / 1 / 12-11/30/12), the Town of Southold provided
12,885 meals to seniors in our Congregate Dining Program and delivered 26,098 meals to the
homebound elderly. While service delivery is slightly below 2012 projections, I would request
we continue with our current service delivery plan for 2013 (112 units per day to for home
delivered meals and 57 meals per day for congregate meals). Our program staff continues to work
diligently with our homebound clients and their families to promote the transition to the
congregate dining program once they are no longer eligible for the home delivered meals
program. For 2013, our anticipated income for the III-C -1 (Congregate Dining) Program is
$45,000.00 and $74,000 for the III-C-2 (Home Delivered Meals) Program. Our suggested,
voluntary and anonymous contribution will remain at $4.00 per meal for eligible seniors. No
senior is denied a meal for inability or unwillingness to contribute.
A 2011 initiative of establishing a satellite nutrition program at the
Peconic Recreation Center through a NYSOFA grant for improvements to senior centers is still in
progress. The grant award allowed us to equip the Peconic Center with the appropriate food
service set up. Once all ftre suppression equipment is installed, we will contact SCOFA and
SCDOH and move forward with the approval process. Since the Peconic Center is more centrally
located, we will be in closer proximity to the easternmost areas of the town and anticipate an
increase in senior participants. The Peconie Center serves as the venue for the town wide senior
club meetings four times monthly and our initial plan is to provide lunch on site to eligible
seniors after their meetings. We are also planning to establish regular route transportation for
seniors who want to attend the program in Peconic who find the center in Mattituek too far. We
are looking forward to working with SCOFA in implementing this satellite program.
Tareetinlt Plan:
In following the guidelines set forth under the Older Americans Act, Southold Town
Senior Services is committed to our goal of providing nutrition and support services to our elderly
residents. According to the 2000 U.S. Census, 4% of the elderly residents in Southold Town are
minority. For January 2012 to date, we served 3.46% minority elderly in our Congregate Dining
Program and 4.66% in our Home Delivered Meals program. Southold Town Senior Services will
ensure aecess for services to the four target groups which have the greatest economic and social
needs. These groups include minorities, low income, frail and vulnerable persons of the age of
60. This is also to include those with Limited English Proficiency (LEP), lesbian, gay, bisexual,
and transgander (LGBT) older adults. We will also ensure access to services for all languages
through a contract that has been established with Propio Language Services. Staffis aware of and
trained in the timely and appropriate use of these languages services. Staff will ensure that those
with limited English proficiency (LEP) are informed of the availability of free language
assistance by providing written notice in languages the LEP person will understand at service
locations. We will also provide information on the Town's website and issue a press release
informing Southold residents, community service organizations and local churches about the
available language assistance. Access will also be provided via the Southold Town Justice
Court's comprehensive list of court interpreters that they available pursuant to section 387 of the
Judiciary Law.
We have increased visibility and expanded access to our services. Community Action for
Southold Town (CAST)Director, Linda Ortiz, has been active in reaching out to our staff on
referrals involving individuals 60 years of age and older. Since CAST serves a large minority
component, this is an effective linkage. CAST will also resume rotating monthly through our
community services room at the Center and is currently working with us to improve service to
vulnerable seniors. In 2013, Ms. Ortiz will continue our efforts to develop a cooperative program
in which minority seniors linked to CAST services will be transported from the Grecnport
location and accompanied to our senior center for lunch regularly. Ms. Ortiz reports that many of
the minority seniors who come to her office do not disclose their physical addresses for a variety
of reasons but would come to the nutrition center if introduced to the program gradually. Senior
Center Manager, Jacqualine Martinez and Senior Citizen Aide, Auristhela Reinan, will be
assisting the Director in developing and expanding outreach activities as they are both fluent in
Spanish.
Lynne Richards, Southold Town Disabilities and ADA Coordinator now has an office on
site at the Senior Center one day per week to provide advocacy to town residents with disabilities
and their families. Seniors with disabilities can access various services including ADA
compliance questions/complaints and can receive assistance in identifying and applying for
services. The Town also assists income eligible seniors with necessary modifications through the
home repair program funded with community development block grant funds. The Town has
earmarked funding for 2013 for the purchase of portable ramps to assist seniors in accessing their
homes after temporary illness or injury. Our Residential Repair Program is also available to
install grab bars or other adaptive devices to assist seniors in need of special equipment. Lastly,
we have two available CCTV units on site and at the Island Community Center on Fishers Island
to better assist seniors with low vision remain independent with their IADL's. Funding for these
magnifiers was provided through New York State Office of Children and Family Services.
In 2010 Southold Senior Services partnered with the North Fork Woman for Woman
Fund in their NYSOFA's Community Empowerment Aging in Place Grant Program to expand
and enhance awareness and service delivery to the lesbian community on the North Fork. In
2011, we began working with the SAGE organization to expand their activities and services to the
LGBT community on the north fork.
'fie continue to broaden our community outreach efforts to include daily public service
announcements on Cablevision Channel 22 - Government Access Television and WLNG-
Radio/92.1FM. In addition to our existing print outreach activities of brochures, newspapers,
senior center menus and activity calendars and we are featured in Eastern Long Island Hospital's
newsletter along with Seniors Options and Solutions Program. (SOS). The newsletter, which has
a town wide distribution, will has a dedicated section for seniors highlighting the programs and
services available to them. Eastern Long Island Hospital's SOS Program also provides monthly
wellness seminars at the Senior Center in conjunction with the Mental Health Association of
Suffolk. We provide round trip transportation to any interested senior in Southold Town. In 2011
the Town of Southold launched a new website ~southoldtown. northfork, net where all menus
and activities are posted weekly and important links for forms and services can be easily
accessed.
Emereencv Plan:
Southold Town's Emergency Response Plan is on file with the Suffolk County Office of
Emergency Services as mandated. The Senior Services Director serves as a Deputy Emergency
Management Team for Southold Town. The Human Resource Center is a designated non-
medical special needs evaeuatiun shelter for the Town. The Senior Center on-call staffis trained
in working with the elderly and the both the main building and our annex building are equipped
with emergency generators. The annex building, Katinka House, houses our social model adult
day care program and is designed to shelter cognitively impaired/frail seniors without special
medieai needs. The American Red Cross provides training annually to shelter volunteers to
provide for additional support as needed during emergencies. In addition, Town of Southold has
earmarked Community Development Funds for 2013 to renovate two existing bathrooms and add
shower facilities.
In the event of an emergency (weather related or other, i.e. terrorism alert, ere). The
Town Supervisor acts as the Emerganey Manager for the Town. He declares a state of
emergency, and mobilizes the emergency management team. The local Emergency Operations
Center (EOC) is a clearinghouse for all calls. The EOC identifies the need and directs individuals
to the appropriate services. The Senior Center staffhas a list of seniors that are identifies as high
priority for evacuation and the Senior Center Director and staff call the seniors and notify the
local EOC. The volunteer fire departments coordinate with the evacuation centers. Seniors with
special medical needs are transported to the medical special needs shelters designated by the
Town of Southold and Suffolk County Joint Emergency Evacuation Program (Currently Peeoni¢
Landing and San Simeon by the Sound are Medical Special Needs Shelters). Those seniors
without special needs are directed to the general evacuation center in their local schools.
For all seniors, the local radio stations broadcast instructions for emergency preparedness
and direct them to the appropriate evacuation centers. In 2007 our Town launched a special
needs evacuation registry for our most vulnerable residents. All applicants were screened and
registered with the Southold Town Police Department and cross registered with Suffolk County
Emergency Management JEEP program (when indicated). In 2013, Senior Services will provide
assistance with completing the emergency management screening forms as part of the initial
assessment visit. The Town will maintain the data bases regularly so information remains current
so individuals are provided instruction and/or given appropriate assistance and shelter support.
With the in~oduction of the new GIS system, data on our frail seniors can be entered into a
central data base which will interface with emergency evacuation lists and vulnerable flood zone
If the Center is closed early for a weather related emergency, all seniors are transported to
their homes. If the Center is closed, seniors are alerted via the local radio stations and SCOFA is
notified. All seniors on home delivered and congregate meal programs are provided with a
packet of instructions to follow in the event of an emergency of the Center closing. In many
instances, our Center remains open with no transportation provided. All home delivered meal
participants are provided with emergency frozen and shelf stable meals to uso in the event our van
drivers cannot safely deliver due to the weather. These seniors are all called in the early morning
and notified when drivers cannot deliver. An announcement is also made on the local radio
station. In addition to service as an emergency shelter for hurricanes and serious storms, we also
serve as a "cooling" center for seniors during periods of intense heat.
In reviewing the Town's response to Superstorm Sandy, Senior Services played a pivotal
role in coordinating evacuation of frail seniors to Peconic Landing and to the Human Resource
Center. Ongoing communication with SCOFA allowed for greater coordination of"wellness
checks" on seniors at greatest risk, particularly in the al~ermath of the storm that le~ so many
seniors without power. As part of future plans for outreach, family members of the most
vulnerable seniors will be contacted well in advance to assist in developing a individual safety
plan well in advance of an emergency.
Assessment Plan:
In following the guidelines set forth under the Older Americans Act, Southold Town
Senior Services is committed to our goal of providing nutrition and support services to elderly
residents in our community. We employ both full time and part time caseworkers who are our
primary assessors for home delivered meals reeipiants. Phyllis Markopoulos, MSW and
Auristhela Relnan BSW, CASAC, have extensive experience in working with seniors. Our Center
Manager, Jacquellne Martinez, MSW acts as a back-up in home assessor as needed to avoid
service delay. Client assessments (SAMS) and care plans are completed on all eligible seniors
who request home delivered meals. Service is initiated when a client, family member or other
service provider makes a referral by calling the Center. An intake is completed with basic
information provided and an initial home visit is scheduled with the senior and/or family
earegiver to complete the full client assessment. Once eligibility is determined, the client is
provided service in a timely manner after the home visit is completed. Each client is provided
with a packet of information which includes a program policies and procedures guide and a
comprehensive list of support services available. Six month follow up contact is made by
telephone to each client and an in home visit is completed at least once annually by our
Caseworkers. Clients are seen more frequently depending on their specific needs. To date for
2012, 197in home assessments and 136 follow up contacts were completed.
Electronic Data Entry and Reporting Compliance Plan:
All (SAMS) client data and rosters are completed by caseworkers and designated
program staff. Christine Droskoski, Clerk Typist and Cheryl Kaswell, Account Clerk Typist, are
responsible for additional electronic data entry. Jacqueline Martinez, Center Manager is
responsible for all required monthly reporting to maintain full compliance with Suffolk County
Office for the Aging.
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - lIIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Article IA
Grievance Procedures
Purpose
In accordance with §306 (a) (6) (P) of the Older
Americans Act, as amended (OAA), the Suffolk
County Office for the Aging has established a
process for resolving complaints from older
persons who are dissatisfied with or denied
services funded under Title III of the Act.
Notifying Participants of the Right to File a
Grievance
a. The Contractor shall inform all
participants in the program of the right
to file a grievance. A summary of the
procedures, including a statement that
assistance to file shall be provided to
older persons, must be prominently
posted at service delivery sites or offices
at which participants and service
applicants apply for services.
Summaries must be in a format
approved by Aging and shall also be
written in languages other than English
where required to serve the
clientJapplieant population. Service
participants shall be informed of the
grievance procedures through written
and verbal statements provided to them
upon assessment and/or reassessment
for services.
b. A participant or applicant who is denied
Title III services by the Contractor and
the Aging program monitor must be
given the reasons for the denial. The
denial shall be confirmed in writing and
the applicant informed of the right to file
a grievance and to whom the grievance
shall be addressed. For services which
are applied for by telephone or verbally,
in person, the client may be told of the
right to file a grievance verbally.
Grievance Process
a. Filing of grievances must follow the
following process:
Rev. 719112
i. Participants must submit their
grievances in writing to Aging's
Program Administrator.
ii. The grievance should be filed
within thirty (30) days of denial,
reduction or termination of
services, or of the event or
circumstances with which the
participant is dissatisfied.
Aging's Program Administrator
may grant an extension for good
cause shown.
iii. The grievance should be filed
on the form approved by Aging,
which shall include a written
statement setting forth in detail
the date, time and circumstances
that are the basis of the
complaint.
Investigation and Response to Grievance:
i. The designated reviewer who
performs the initial review shall
investigate the grievance,
including, as appropriate,
meeting with the grievant and
other persons involved in the
action(s) complained of or in the
denial of services.
ii. The reviewer shall review all
pertinent facts and/or
documents, and shall determine
whether the agency action was
made in accordance with lawful
procedures (that is, consistent
with applicable OAA and or
State laws, regulations and
policies) and supported by the
facts.
iii. The designated reviewer shall
prepare and send a written
response to the grievant and to
Aging's Director within fifteen
(15) days after the grievance is
filed. The response shall set
forth the circumstances relating
Page 20 of 42
Sohld NPE NEW Temptate 2013 rev BB 1-9-13
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
co
to the grievance, thc action
requested by the grievant, the
findings of the reviewer, a
proposed remedial action, if
any, and reason(s) for and facts
relied on in the determination.
Appeal of Initial Response/Decision:
i. The grievant may initiate a
request for subsequent review
by Aging's Director within
twenty (20) calendar days
following receipt of notification
by the Program Administrator
of the decision.
ii. Aging's Director shall request
copies of the initial file on the
complaint in question. Aging's
Director will review the
materials to ensure that
pertinent policies and
procedures have been applied
and followed. If appropriate,
Aging's Director or his/her
designee will meet with the
older person to allow the
grievant an opportunity to
present information about the
grievance.
iii. If the policies and procedures
have been adhered to, Aging's
Director will not overturn the
decision of the Program
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Administrator. If proper policies
and procedures have not been
applied, Aging reserves the right
to overturn the decision. The
subsequent review shall be
completed within forty-five (45)
days of receipt of the request by
the older individual and the
grievant will be notified in
writing of the result of the
subsequent review.
Record Keeping
Aging shall keep the records of the grievance and
its handling for six (6) years following the
conclusion of the calendar year of the occurrence.
The file shall contain, at a minimum, but not
limited to the initial grievance, any investigative
reports; any written response submitted by Aging
or the service provider aging; any documents or
other records submitted by any party; the written
Initial Response of the agency, and, if applicable,
the notice to the grievant of the right to an appeal.
Confidentiality
No information, documents or other records
relating to a grievance shall be disclosed by
program staff or volunteers in a form that
identifies the grievant without the written
informed consent of the grievant, unless the
disclosure is required by court order or for
program monitoring by authorized agencies.
Rev. 719112
Page 21 of 42
Sohld NPE NEW Ternplate 2013 lev BB 1-9-13
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - IIIC Nutrition/SNAP
Article I1
Definitions
1. Meanings of Terms
As used herein:
"Comptroller" means the Comptroller of the County of Suffolk.
"Contract" means all terms and conditions of this Contract forming
all rights and obligations of the Contractor and the County.
"Contractor" means the signatory corporation, its officers, officials,
employees, agents, servants, sub-contractors, and any successor or
assign of any one or more of the foregoing performing the Services.
"County" means the County of Suffolk, its departments, and
agencies.
"County Attorney" means the County Attorney of the County of
Suffolk.
"Department" means the signatory department approving the
Contract.
"Engineering Services" means the definition of the practice of
engineering and the definition of practice of land surveying, as the
ease may be, under Section 7201 and Section 7203 of the State
Education Law, respectively.
"Event of Default" means
a. the Contractor's failure to perform any duty
required of it under paragraphs l(b)-(e) of Article III of the
Contract; or
b. the Contractor's failure to maintain the amount
and types of insurance with an authorized insurer as
required by the Contract; or
c. the Contractor's failure to maintain insurance
required by the Contract with an insurer that has designated
the New York Superintendent of Insurance as its lawful
agent for service of process; or
d. thc Contractor's failure to comply with any
Federal, State or local law, rule, or regulation, and County
policies or directives; or
e. the Contractor's bankruptcy or insolvency; or
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
f. the Contractor's failure to cooperate in an Audit
of Financial Statements; or
g. the Contractor's falsification of records or
reports, misuse of funds, or malfeasance or nonfeasance in
financial record keeping arising out of, or in connection
with, any contract with the County; or
h. the Contractor's failure to submit, or failure to
timely submit, documentation to obtain Federal or State
funds; or
i. the inability of the County or the Contractor to
obtain Federal or State funds due to any act or omission of
the Contractor; or
j. any condition that the County determines, in its
sole discretion, is dangerous.
"Federal" means the United States govemment, its departments, and
agencies.
"Fund Source" means any direct or indirect sum payable to the
Contractor by the County pursuant to any lawful obligation.
"Legislature" means the Legislature of the County of Suffolk.
"Services" means all that which the Contractor must do, and any part
thereof arising out of, or in connection with, the Contract as
described in Article I "Description of Services."
"State" means the State of New York.
"Statement of Other Contracts" means a complete list of all other
contracts under which money has been or will be paid to the
Contractor from the County, Federal, or State gnvemments, or a
Municipal Corporation, and (i) which are currently in effect or (ii)
which have expired within the past twelve (12) months and have not
been renewed.
"Suffolk County Payment Voucher" means the document
authorized and required by the Comptroller for release of payment.
"Term" means the time period set forth on page one of the Contract
and, if exercised by the County, the option period.
End of Text for Article H
22 of 42 pages
ARTICLE II
~aw No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Article HI
General Terms and Conditions
Contractor Responsibilities
a. Duties and Obligations
i.) It shall be the duty of the Contractor to
discharge, or cause to be discharged, all of its
msponsthilities, and to administer funds received
in the interest of the County in accordance with
the provisions of the Contract.
ii.) The Contractor shall promptly take all
action as may be necessary to render the
Services.
eo
required to qualify the license holder or the
Contractor to perform the Services.
iii.) In the event that the Contractor is not
able to perform the Services due to a loss of
license, the Contractor shall not be reimbursed
for the Services mndared afiar the effective date
of termination of such license. Without limiting
the generality of the foregoing, if any part of the
Contract remains to be performed, and the
termination of the license does not affect thc
Contractor's ability to render the Services, every
other term and provision of the Contract shall be
valid and enforceable to the fullest extent
permitted by law.
Documentation of Professional Standards
bo
co
iii,) The Contractor shall not take any
action that is inconsistent with the provisions of
thc Contract.
iv.) Services provided under this Contract
shall be open to all residents of the County.
Qualifications, Licenses, and Professional
Standards
i.) The Contractor represents and warrants
that it has, and shall continuously possess, during
the Term, the required licensing, education,
knowledge, experience, and character necessary
to qualify it to render the Services.
ii.) The Contractor shall continuously have
during the Term all required authorizations,
certificates, certifications, registrations, licenses,
permits, and other approvals required by Federal,
State, County, or local authorities necessary to
qualify it to render the Services.
Notifications
i.) The Contractor shall immediately
notify the County, in writing, of any disciplinary
proceedings, commenced or pending, with any
authority relating to a license held by any person
necessary to qualify him, her, or the Contractor to
perform the Services.
ii.) In the event that a person is no longer
licensed to perform the Services, thc Contractor
must immediately notify the County, but in no
event shall such notification be later than five (5)
days afier a license holder has lost the license
Engineering Certificate
In the event that the Contract requires any
Engineering Services, the Contractor shall submit
to the County, no later than the due date for
submission for approval of any engineering work
23 of 42 pages
The Contractor shall maintain on file, in one
location in Suffolk County, all records that
demonstrate that it has complied with sub-
paragraphs (b) and (c) above. The address of the
location of the aforesaid records and documents
shall be provided to the County no later than the
date of execution of the Contract. Such
documentation shall be kept, maintained, and
available for inspection by the County upon
twenty-four (24) hours notice.
f. Credentialing
i.) In the event that the Department, or any
division thereof, maintains a credentialing
process to qualify the Contractor to render the
Services, the Contractor shall complete the
required credentialing process. In the event that
any State credential, registration, certification or
license, Drug Enforcement Agency registration,
or Medicare or Medicaid certification is
restricted, suspended, or temporarily or
permanently revoked, it is the duty of the
Contractor to contact the Department, or division
thereof, as the case may be, in writing, no later
than three (3) days after such restriction,
suspension, or revocation.
ii.) The Contractor shall forward to the
Department, or division thereof, as the case may
be, on or before July 1 of each year during the
Term, a complete list of the names and addresses
of all persons providing the Services, as well as
their respective areas of certification,
credentialing, registration, and licensing.
product, thc Certificate of Authorization
("Certificate"), issued pursuant to § 7210 of the
New York Education Law. The failure to file,
submit, or maintain the Certificate shall be
grounds for rejection of any engineering work
product submitted for eppmval.
Law No. Id-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No, SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
2. Termination
3. Indemnification and Defense
bo
do
Thirty Days Termination
The County shall have the right to terminate the
Contract without cause, for any reason, at any
time, upon such terms and conditions it deems
appropriate, provided, however, that no such
termination shall be effective unless thc
Contractor is given at least thirty (30) days
notice.
Event of Default; Termination on Notice
i.) The County may immediately terminate
the Contract, for cause, upon such terms and
conditions it deems appropriate, in the Event of
Default.
ii.) If the Contractor defaults under any
other provision of the Contract, the County may
terminate the Contract, on not less than five (5)
days notice, upon such terms and conditions it
deems appropriate.
Termination Notice
Any notice providing for termination shall be
delivered as provided for in paragraph 25 of this
Article III.
Duties upon Termination
i.) The Contractor shall discontinue the
Services as directed in the termination notice.
ii.) Subject to any defenses available to it,
the County shall pay the Contractor for the
Services rendered through the date of
termination.
iii.) The County is released from any and
all liability under the Contract, effective as of the
date of the termination notice.
iv.) Upon termination, the Contractor shall
reimburse the County the balance of any funds
advanced to the Contractor by the County no later
than thirty (30) days altar termination of the
Contract. The provisions of this subparagraph
shall survive the expiration or termination of the
Contract.
v.) Nothing contained in this paragraph
shall be construed as a limitation on the County's
rights set forth in paragraphs l(c) (iii) and 8 of
this Article III.
24 of 42 pages
a. The Contractor shall protect, indemnify, and hold
harmless the County, its agents, servants, officials, and
employees from and against all liabilities, fines, penalties,
actions, damages, claims, demands, judgments, losses, suits
or actions, costs, and expenses caused by the negligence or
any acts or omissions of the Contractor, including
reimbursement of the cost of reasonable atromeys' fees
incurred by the County, its agents, servants, officials, and
employees in any action or proceeding arising out of, or in
connection with, the ContraS.
b. The Contractor hereby represents and warrants
that it will not infringe upon any copyright in performing
the Services. The Comractor agrees that it shall protect,
indemnify, and hold harmless the County, its agents,
servants, officials, and employees from and against all
liabilities, fines, penalties, actions, damages, claims,
demands, judgments, losses, suits or actions, costs, and
expenses arising out of any claim asserted for infringement
of copyright, including reimbursement of the cost of
reasonable attorneys' fees incurred by thc County, its
agents, servants, officials, and employees in any action or
proceeding arising out of or in connection with any claim
asserted for infringement of copyright.
c. The Contractor shall defend the County, its
agents, servants, officials, and employees in any proceeding
or action, including appeals, arising out of, or in connection
with, the Contract, and any copyright infringement
proceeding or action. Alternatively, at the County's option,
the County may defend any such proceeding or action and
require the Contractor to pay reasonable attorneys' fees or
salary costs of County employees of the Department of
Law for the defense of any such suit.
a. The Contractor shall continuously maintain,
during the Term of the Con~act, insurance in amounts and
types as follows:
i.) Commercial General Liability
insurance, including contractual food products
liability coverage, in an amount not less than
Two Million Dollars ($2,000,000.00) per
occurrence for bodily injury and Two Million
Dollars ($2,000,000.00) per occurrence for
property damage. The County shall be named an
additional insured.
ii.) Automobile Liability insurance (if any
non-owned or owned vehicles are used by the
Contractor in the performance of the Contract) in
an amount not less than Five Hundred Thousand
Dollars ($500,000.00) per person, per accident,
for bodily injury and not less than One Hundred
Thousand Dollars ($100,000.00) for property
damage per occurrence.
Law No. 14-AG-
Rev. 1/11113
Consultant/Personal Services - HIC Nutrition/SNAP
1FMS No. SC EXE 0000000
001-6790/6797/6774/677%4980, 6776-3330-95284
iii.) Workers' Compensation and
Employer's Liability insurance in compliance
with all applicable New York State laws and
regulations and Disability Benefits insurance, if
required by law. The Contractor shall furnish to
the County, prior to its execution of the Contract,
the documentation required by the State of New
York Workers' Compensation Board of coverage
or exemption from coverage pursuant to §§57
and 220 of the Workers' Compensation Law. In
accordance with General Municipal Law §108,
the Contract shall be void and of no effect unless
the Contractor shall provide and maintain
coverage during the Term for the benefit of such
employees as are required to be covered by the
provisions of the Workers' Compensation Law.
iv.) Professional Liability insurance in an
amount not less than Two Million Dollars
($2,000,000.00) on either a per-occurrence or
claims-made coverage basis.
b. The County may mandate an increase in the
liability limits set forth in the immediately preceding
paragraphs (4)(a)(i), (ii), and (iv).
e. All policies providing such coverage shall be
issued by insurance companies authorized to do business in
New York with an A.M. Best rating orA- or better.
The Contractor shall furnish to the County, prior
to the execution of the Contract, declaration
pages for each policy of insurance, other than a
policy for commercial general liability insurance,
and upon demand, a true and certified original
copy of each such policy evidencing compliance
with the aforesaid insurance requirements.
e. In the case of commercial general liability
insurance and business use automobile insurance, the
Contractor shall furnish to the County, prior to the
execution of the Contract, a declaration page or insuring
agreement and endorsement page evidencing the County's
status as an additional insured on said policy, and upon
demand, a true and certified original copy of such policy
evidaneing compliance with the aforesaid insurance
requirements.
f. All evidence of insurance shall provide for the
County to be notified in writing thirty (30) days prior to
any cancellation, nonrenewal, or material change in the
policy to which such evidence relates. It shall be the duty
of the Contractor to notify the County immediately of any
cancellation, nonrenewai, or material change in any
insurance policy.
g. In the event the Contractor shall fail to provide
evidence of insurance, the County may provide the
insurance required in such manner as the County deems
appropriate and deduct the cost thereof from a Fund
Source.
25 of 42 pages
h. If the Contractor is a Municipal Corporation and
has a self-insurance program under which it acts as a self-
insurer for any of such required coverage, the Contractor
shall provide proof, acceptable to the County, of self-
funded coverage.
Independent Contractor
The Contractor is not, and shall never be, considered an
employee of the County for any purpose. Notwithstanding
anything contained in this Contract, the Contract shall not
be constmed as creating a principal-agent relationship
between the County and the Contmctur or the Contractor
and the County, as the ease may be.
Severability
It is expressly agreed that if any term or provision of this
Contract, or the application thereof to any person or
circumstance, shall be held invalid or unenforceable to any
extent, the remainder of the Contract, or the application of
such term or provision to persons or circumstances other
than those as to which it is held invalid or unenforceable,
shall not be affected thereby, and every other term and
provision of the Contract shall be valid and shall be
enforced to the fullest extent permitted by law.
Merger; No Oral Changes
It is expressly agreed that the Contract represents the entire
agreement of the parties and that all previous
understandings are herein merged in the Contract. No
modification of the Contract shall be valid unless in written
form and executed by both parties.
Set-Off Rights
The County shall have all of its common law, equitable,
and statutory rights of set-off. These rights shall include,
but not be limited to, the County's option to withhold from
a Fund Source an amount no greater than any sum due and
owing to the County for any reason. The County shall
exercise its set-off rights subject to approval by the County
Attorney. In cases of set-off pursuant to a Comptroller's
audit, the County shall only exercise such right aRer the
finalization thereof, and only after consultation with the
County Attorney.
Non-Discrimination in Services
a. The Contractor shall not, on the grounds of race,
creed, color, national origin, sex, age, disability, sexual
orientation, military status, or marital status
i.) deny any individual the Services
provided pursuant to the Contract; or
ii.) provide the Services to an individual
that is different, or provided in a different
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - IIIC Nutrition/SNAP
manner, from those pmvided to others pursuant
to the Contract; or
iii.) subject an individual to segregation or
separate treatment in any matter related to the
individual's receipt of the Services provided
pursuant to the Contract; or
iv.) restrict an individual in any way from
any advantage or privilege enjoyed by others
receiving the Services provided pursuant to the
Contract; or
v.) treat an individual differently from
others in determining whether or not the
individual satisfies any eligibility or other
requiramcnts or conditions which individuals
must meet in order to receive the Services
provided pursuant to the Contract.
b. The Contractor shall not utilize criteria or
methods of administration which have the effect of
subjecting individuals to discrimination because of their
race, creed, color, national origin, sex, age, disability,
sexual orientation, military status, or marital status, or have
the effect of substantially impairing the Contract with
respect to individuals of a particular race, creed, color,
national origin, sex, age, disability, sexual orientation,
military status, or marital status, in determining:
i.) the Services to be provided; or
ii.) the class of individuals to whom, or the
situations in which, the Services will be provided;
or
iii.) the class of individuals to be afforded
an opportunity to receive the Services.
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
fome and effect, notwithstanding any such failure or
forbearance.
13. Conflicts of Interest
10. Nonsectarian/Nonpartisan Declaration
14.
The Services performed under the Contract are secular and
nonpartisan in nature. No funds received pursuant to the
Contract shall be used for sectarian purposes or to further
the advancement of any religion, candidate or partisan
effort. The Services will be available to all eligible
individuals regardless of religious belief or political
affiliation.
11. Governing Law
12.
The Contract shall be governed by, and construed in
accordance with, thc laws of the State of New York,
without regard to conflict of laws. Venue shall be
designated in the Supreme Court, Suffolk County, the
United States District Court for the Eastem District of New
York, or, if appmpriate, a court of inferior jurisdiction in
Suffolk County.
No Waiver
15.
16.
It shall not be construed that any failure or forbearance of
the County to enforce any provision of the Contract in any
particular instance or instances is a waiver of that
provision. Such provision shall otherwise remain in full
26 of 42 pages
The Contractor shall not, during the Term, pursue a course
of conduct which would cause a reasonable person to
believe that he or she is likely to be engaged in acts that
create a substantial conflict between its obligations under
the Contract and its private interests. The Contractor is
charged with the duty to disclose to the County the
existence of any such adverse interests, whether existing or
potential. This duty shall continue as long as the Term.
The determination as to whether or when a conflict may
potentially exist shall ultimately be made by the County
Attorney after full disclosure is obtained.
Cooperation on Claims
The Contractor and the County shall render diligently to
each other, without compensation, any and all cooperation
that may be required to defend the other party, its
employees and designated representatives, against any
claim, demand or action that may be brought against the
other party, its employees or designated representatives
arising out of, or in connection with, the Contract.
Confidentiality
Any document of the County, or any document created by
the Contractor and used in rendering the Services, shall
remain the property of the County and shall be kept
confidential in accordance with applicable laws, roles, and
regulations.
Assignment and Subcontracting
a. The Contractor shall not delegate its duties under
the Contract, or assign, transfer, convey, subcontract,
sublet, or otherwise dispose of the Contract, or any of its
right, title or interest therein, or its power to execute the
Contract, or assign all or any portion of the monies that
may be due or become due hereunder, (collectively referred
to in this paragraph 16 as "Assignment"), to any other
person, entity or thing without the prior written consent of
the County, and any attempt to do any of the foregoing
without such consent shall be void ab inifio.
b. Such Assignment shall be subject to all of the
provisions of the Contract and to any other condition the
County requires. No approval of any Assignment shall be
construed as enlarging any obligation of the County under
the terms and provisions of the Contract. No Assignment
of the Contract or assumption by any person of any duty of
the Contractor under the Contract shall provide for, or
otherwise be construed as, releasing the Contractor from
any term or provision of the Contract.
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - ~IC Nutrition/SNAP
17. Changes to Contractor
a. The Contractor may, from time to time, only with
the County's written consent, enter into a Permitted
Transfer. For purposes of the Contract, a Permitted
Transfer means:
i.) if the Contractor is a partnership, the
withdrawal or change, whether voluntary,
involuntary or by operation of law, of the
partners, or transfer of partnership interests (other
than the purchase of partnership interests by
existing ptutners, by the partnership itself or the
immediate family members by reason of gift, sale
or devise), or the dissolution of the partnership
without immediate reconstitutinn thereof, and
ii.) if the Contractor is a closely held
corporation (i.e. whose stock is not publicly held
and not traded through an exchange or over the
counter):
1. the dissolution, merger,
consolidation or other reorganization of
the Contractor; and
2. the sale or other transfer of
twenty percent (20%) or more of the
shares of the Contractor (other than to
existing shareholders, the corporation
itself or the immediate family members
of shareholders by reason of gift, sale
or devise).
b. If the Contractor is a not-fur-profit corporation, a
change of twenty percent (20%) or more of its shares or
members shall be deemed a Permitted Transfer.
c. The Contractor shall notify the County in writing,
which notice (the "Transfer Notice") shall include:
i.) the proposed effective date of the
Permitted Transfer, which shall not be less than
thirty (30) days nor more than one hundred eighty
(180) days afrer the date of delivery of the
Transfer Notice;
ii.) a summary of the material terms of the
proposed Permitted Transfer;
iii.) the name and address of the proposed
transferee;
iv.) such information reasonably required
by the County, which will enable the County to
determine the financial responsibility, character,
and reputation of the proposed transferee, nature
of the proposed assignee/transferee's business
and experience;
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
18.
19.
20.
27 of 42 pages
v.) all executed forms required pursuant to
Article IV of the Contract, that are required to be
submitted by the Contractor; and
vi.) such other information as the County
may reasonably require.
d. The County agrees that any request for its
consent to a Permitted Transfer shall be granted, provided
that the transfer does not violate any provision of the
Contract, and the transferee has not been convicted of a
criminal offense as described under Article II of Chapter
189 of the Suffolk County Code. The County shall grantor
deny its consent to any request of a Permitted Transfer
within twenty (20) days after delivery to the County of the
Transfer Notice, in accordance with the provisions of
Paragraph 25 of Article III of the Contract. If the County
shall not give written notice to the Contractor denying its
consent to such Permitted Transfer (and setting forth the
basis for such denial in reasonable detail) within such
twenty (20)-day period, then the County shall be deemed to
have granted its consent to such Permitted Transfer.
e. Notwithstanding the County's consent,
i.) the terms and conditions of the
Contract shall in no way be deemed to have been
waived or modified; and
ii.) such consent shall not be deemed
consent to any further transfers.
No Intended Third Party Beneficiaries
The Contract is entered into solely for the benefit of the
County and the Contractor. No third party shall be deemed
a beneficiary of the Contract and no third party shall have
the right to make any claim or assert any right under the
Contract.
Certification as to Relationships
The Contractor certifies under penalties of perjury that,
other than through the funds provided in the Contract and
other valid agreements with the County, there is no known
spouse, life partner, business, commercial, economic, or
financial relationship with the County or its elected
officials. The Contractor also certifies that there is no
relationship within the third degree of consanguinity,
between the Contractor, any of its partners, members,
directors, or shareholders owning five (5%) pement or
mom of the Contractor, and the County.
Publications
Any book, article, report, or other publication related to the
Services provided pursuant to this Contract shall contain
the following statement in clear and legible print:
"This publication is fully or partially funded
by the County of Suffolk."
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - IIIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/677%4980, 6776-3330-95284
21.
Copyrights and Patents
a. Copyrights
If the work of the Contractor should result in the
production of original books, manuals, films, or other
materials for which a copyright may be granted, the
Contractor may secure copyright protection. However, the
County reserves to itself, and the Contractor hereby gives
to the County, and to any other person designated by the
County, a royalty-flee, nonexclusive license to produce,
reproduce, publish, translate, or otherwise use any such
materials.
b. Patents
If the Contractor makes any discovery or
invention during the Term, as a result of work performed
under the Contract, the Contractor may apply for and
secure for itself patent protection. However, the County
reserves to itself, and thc Contractor hereby gives to the
County, and to any other person designated by the County,
a royalty-flee, nonexclasive license to produce or otherwise
use any item so discovered or patented.
25.
which are subject to nondiselosure agreements, trade
secrets and commercial information or financial
information that is privileged or confidential Without
limiting the generality of the foregoing, records directly
related to contract expenditures shall be kept for a period of
ten (10) years because the statute of limitations for the New
York False Claims Act (New York False Claims Act § 192)
is ten (10) years.
Notice
Unless otherwise expressly provided, all notices shall be in
writing and shall be deemed sufficiently given if sent by
regular first class mail and certified mail, or personally
delivered during business hours as follows: 1.) to the
Contractor at the address on page 1 of the Contract and 2.)
to the County at the Department, or as 1~ either of the
foregoing, to such other address as the addressee shall have
indicated by prior written notice to the addressor. All
notices received by the Contractor relating to a legal claim
shall be immediately sent to the Department and also to the
County Attorney at H. Lee Dennison Building 100
Veterans Memorial Highway, P.O. Box 6100, (Sixth
Floor), Hauppauge, New York, 11788-0099.
22.
Arrears to County
Contractor warrants that, except as may otherwise be
authorized by agreement, it is not in arrears to the County
upon any debt, contract, or any other lawful obligation, and
is not in default to the County as surety.
End of Text for Article III
23.
Lawful Hiring of Employees Law in Connection
with Contracts for Construction or Future
Construction
In the event that the Contract is subject to the Lawful
Hiring of Employees Law of the County of Suffolk, Suffolk
County Code Article II of Chapter 353, as more fully set
forth in the Article entitled "Suffolk County Legislative
Requirements," the Contractor shall maintain the
documentation mandated to be kept by this law on the
construction site at all times. Employee sign-in sheets and
register/log books shall be kept on the construction site at
all times and all covered employees, as defined in the law,
shall be required to sign such sign-in sheets/register/log
books to indicate their presence on the construction site
during such working hours.
24. Record Retention
The Contractor shall retain all accounts, books, records,
and other documents relevant to the Contract for seven (7)
years after final payment is mede by the County. Federal,
State, and/or County auditors and any persons duly
authorized by the County shall have full access and the
right to examine any of said materials during said period.
Such access is granted notwithstanding any exemption
from disclosure that may be claimed for those records
28 of 42 pages
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - IIIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Article IV
Financial Terms and Conditions
procedures as set forth by the Suffolk County
Department of Audit and Control.
General Payment Terms
Presentation of Suffolk County
Payment Voucher
In order for payment to be made by the County
to the Contractor for the Services, the Contractor
shall prepare and present a Suffolk County
Payment Voucher ("Voucher"), which shall be
documented by sufficient, competent and
evidential matter. Each Suffolk County Payment
Voucher Submitted for payment is subject to
Audit at any time during the term or any
extensions thereof. This provision shall survive
expiration or termination of this Contract for a
period of not less than seven (7) years, and
access to records shall be as set forth in
Paragraph 24 of
b. Voucher Documentation
The Suffolk County Payment Voucher shall list
all information regarding the Services and other
items for which expenditures have been or will
be made in accordance with the Contract. Either
upon execution of the Contract (for the Services
already rendered and expenditures already
made), or not more than thirty (30) days at~er the
expenditures were made, and in no event a~er
the 3 l~t day of January following the end of each
year of the Contract, the Contractor shall furnish
the County with detailed documentation in
support of the payment for the Services or
expenditures under the Contract, e.g., dates of
the Service, worksite locations, activities, hours
worked, pay rates for all Services. The Suffolk
County Payment Voucher shall include time
records, certified by the Contractor as true and
accurate, of all personnel for whom expenditures
are claimed during the period. All Suffolk
County Payment Vouchers must bear a signature
as that term is defined pursuant to New York
State General Construction Law §46 by duly
authorized persons. Disbursements made by the
Contractor in accordance with the Contract and
submitted for reimbursement must be
documented and must comply with accounting
29 of 42 pages
c. Payment by County
Payment by the County shall be made within
thirty (30) days after approval of the Voucher by
the Comptroller.
d. Final Voucher
The acceptance by the Contractor of payment of
all billings made on an approved voucher shall
operate as and shall be a release of the County
from all claims by the Contractor through the
date of the Voucher.
Contract Subject to Appropriation of
Funds
a. The Contract is subject to the amount of
funds appropriated each fiscal year and any
subsequent modifications thereof by the County
Legislature, and no liability shall be incurred by
the County beyond the amount of funds
appropriated each fiscal year by the County
Legislature for the Services.
b. If the County fails to receive Federal or
State funds originally intended to pay for the
Services, or to reimburse the County, in whole
or in part, for payments made for the Services,
the County shall have the sole and exclusive
right to:
i.) determine how to pay for the
Services;
ii.) determine future payments to
the Contractor; and
iii.) determine what amounts, if any,
are reimbursable to the County by the
Contractor and the terms and conditions
under which such reimbursement shall
be paid.
c. The County may, during the Term,
impose a Budget Deficiency Plan. In the event
that a Budget Deficiency Plan is imposed, the
County shall promptly notify the Contractor in
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
writing of the terms and conditions thereof,
which shall be deemed incorporated in and made
a part of the Contract, and the Contractor shall
implement those terms and conditions in no less
than fourteen (14) days.
Accounting Procedures
a. The Contractor shall maintain accounts,
books, records, documents, other evidence, and
accounting procedures and practices which
sufficiently and properly reflect all direct and
indirect costs of any nature expended in the
performance of the Contract, in accordance with
generally accepted accounting principles and
with rules, regulations and financial directives,
as may be promulgated by the Suffolk County
Department of Audit and Control and the
Department. The Contractor shall permit
inspection and audit of such accounts, books,
records, documents and other evidence by the
Department and the Suffolk County
Comptroller, or their representatives, as olten as,
in their judgment, such inspection is deemed
necessary. Such right of inspection and audit as
set forth in subparagraph (b) below shall exist
during the Term and for a period of seven (7)
years alter expiration or termination of the
Contract.
b. The Contractor shall retain all accounts,
books, records, and other documents relevant to
the Contract for seven (7) years alter final
payment is made by the County. Federal, State,
and/or County auditors and any persons duly
authorized by the County shall have full access
and the right to examine any of said materials
during said period.
c. The Contractor shall utilize the accrual
basis of accounting and will submit all financial
reports and claims based on this method of
accounting during the Term.
Audit
a. All payments made under the Contract
are subject to audit by the Comptroller pursuant
to Article V of the Suffolk County Charter. The
Contractor further agrees that the Comptroller
30 of 42 pages
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
and the Department shall have access to and the
right to examine, audit, excerpt, copy or
transcribe any pertinent transactions or other
records relating to Services. If such an audit
discloses overpayments by the County to the
Contractor, within thirty (30) days after the
issuance of an official audit report by the
Comptroller or his duly designated
representatives, the Contractor shall repay the
amount of such overpayment by check to the
order of the Suffolk County Treasurer. If there
is no response, or if satisfactory repayments are
not made, the County may recoup overpayments
from any amounts due or becoming due to the
Contractor from the County under the Contract
or any other Fund Soume.
b. The provisions of this paragraph shall
survive the expiration or termination of the
Contract.
Comptroller's Rules and Regulations for
Consultant's Agreements
a. The Contractor shall comply with the
"Comptroller's Rules and Regulations for
Consultant's Agreements" as promulgated by
the Department of Audit and Control of Suffolk
County and any amendments thereto during the
Term of the Contract. The County shall provide
the Contractor with a copy of any amendments
to the "Comptroller's Rules and Regulations for
Consultant's Agreements" during the term of the
Contract.
b. The Contractor agrees to maintain its
accounts in the performance of the Contract in
accordance with generally accepted accounting
principles, and as may otherwise be directed by
the Comptroller.
c. The Contractor agrees to retain all
accounts, records and other documents relevant
to the Contract for six (6) years after final
payment.
d. All payments made under the Contract
are subject to audit by the Comptroller. If such
an audit discloses overpayments by the County
to the Contractor, within thirty (30) days after
the issuance of an official audit report by the
Comptroller, the Contractor shall repay the
Law No. 14-AG-
Rev. 1/11/13
ConsultanffPersonal Services ~ HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
amount of such overpayment by check to the
order of the Suffolk County Treasurer.
6. Budget Modification/Revision
Budget Modification
i.) The parties shall use the
Contract Budget Modification Request
form ("Budget Modification") for
revisions to the Budget and Services not
involving an increase to the total cost of
the Contract. The Contractor shall
submit to the County the Budget
Modification proposed revisions for
either Budget or the Services. Such
request must be made in advance of
incurring any expenditure for which the
revision is needed.
ii.) When the County and the
Contractor agree as to such revisions,
the Contractor shall execute the Budget
Modification form. The Contractor
shall return it to the County for
execution.
proposed revisions for either Budget or
any necessary changes of Services to be
provided.
ii.) When the County and the
Contractor agree as to such revisions,
the Contractor shall execute the
Budget/Services Revisions form. The
Contractor shall return it to the County.
iii.) Upon complete execution of
the form by the parties, the County
shall return a copy to the Contractor.
The revision shall not be effective until
the Budget /Services Revisions is
completely executed.
c. Taxes
The charges payable to the Contractor under the
Contract are exclusive of federal, state, and local
taxes, the County being a municipality exempt
from payment of such taxes.
Personnel Salaries, Pension and Employee
Benefit Plans, Rules and Procedures
iii.) Upon complete execution of the
Budget Modification form, the County
shall return a copy to the Contractor.
The revision shall not be effective until
the Budget Modification is completely
executed.
a. Upon request, the Contractor shall
submit to the County a current copy, certified by
the Contractor as true and accurate, of its:
i.) salary scale for all positions
listed in the Budget;
iv.) The Budget Modification form
may be submitted only twice per
calendar year and may only be
submitted prior to November 15th' of that
year.
Budget and/or Services Revisions
i.) The parties shall use the
Contract Budget/Services Revision
Approval Form (Budget /Services
Revisions) for revisions to the Budget
and Services involving any change to
the total cost of the Contract via
resolution of the Legislature or by the
County's adopted annual budget. The
Contractor shall submit to the County,
31 of 42 pages
ii.) personnel rules and procedures;
iii.) pension plan and any other
employee benefit plans or arrangements.
b. The Contractor shall not be entitled to
reimbursement for costs under any pension or
benefit plan the Comptroller deems
commercially unreasonable.
c. Notwithstanding anything in this
paragraph 3 of this Article IV, the County shall
not be limited in requesting such additional
financial information it deems reasonable.
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
8. Financial Statements and Audit
Requirements
a. Notwithstanding any other reporting or
certification requirements of Federal, State, or
local authorities, the Contractor shall obtain the
services of an independent licensed public
accountant or certified public accountant (the
"Auditor") to audit its financial statements for
each Contractor's "fiscal year" in which the
Contractor has received, or will receive, three
hundred thousand ($300,000.00) dollars or more
from the County, whether under the Contract or
other agreements with the County, and shall
submit a report to the County on the overall
financial condition and operations of the
Contractor, including a balance sheet and
statement of income and expenses, attested by
the Auditor as fairly and accurately reflecting
the accounting recerds of the Contractor in
accordance with generally accepted accounting
principles. The Contractor may solicit requests
for proposals from a number of qualified
accounting firms and review carefully the costs
of, and qualifications for, this type of work
before selecting the Auditor.
b. The Auditor should be required to meet
the following minimum requirements:
i.) a current license issued
by the New York State
Education Department;
ii.) sufficient auditing experience in
the nonprofit, governmental or profit-
making areas, as applicable; and
iii.) a satisfactory peer review issued
within not more than three (3) years
prior to the date when the Auditor was
selected to conduct the audit.
c. The audit must be conducted in
accordance with generally accepted
governmental auditing standards. Financial
statements must clearly differentiate between
County-funded programs and other programs
that the Contractor may be operating. The use
of subsidiary schedules should be encouraged
for this purpose. The Auditor must also prepare
a Management Letter based on the audit.
32 of 42 pages
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
d. In the event the Contractor is a non-
profit organization or unit of local government
and expends five hundred thousand
($500,000.00) dollars or more of Federal
monies, whether as a recipient expending awards
received directly from Federal awarding
agencies, or as a subrecipient expending Federal
awards received from a pass-through entity, such
as New York State or Suffolk County, during
any fiscal year within which it receives funding
under the Contract, the audit must be conducted,
and the audit report ("Single Audit Report")
must be, in accordance with OMB Circular No.
A-133 (revised June 27, 2003). Single Audit
Reports must also be submitted to the designated
clearinghouse, cognizant agency and/or pass-
through entity, to the extent required by the
OMB Circular referred to above.
e. The Contractor must submit to the
County a statement in writing, certified by its
chief financial officer, which states the amount
of Federal funding expended by the Contractor
during such fiscal year. The Contractor must
mail or deliver the certified statement to the
Department and to the Executive Director of
Auditing Services, Suffolk County Department
of Audit and Control, H. Lee Dennison
Building, 100 Veterans Memorial Highway,
P.O. Box 6100, Hauppauge, New York
11788-0099, as soon as possible after the end of
the Contractor's fiscal year. The statement must
include all Federal funding received directly
from the Federal government and all Federal
funds passed through from the County and other
pass-through entities.
f. Copies of all financial statements,
Management Letters, Single Audit Reports and
other audit reports must be transmitted to the
County and to the Executive Director of
Auditing Services at the address set forth above.
The reports must be submitted within thirty (30)
days after completion of the audit, but in no
event later than nine (9) months after the end of
the Contractor's fiscal year, to which the audit
relates.
g. These requirements do not preclude the
County, the Comptroller, or their authorized
representatives, or Federal or State auditors from
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - IIIC Nutrition/SNAP
auditing all records of the Contractor.
Therefore, the records of the Contractor must be
made available to authorized representatives of
Federal, State and County government for that
purpose.
h. The provisions of this paragraph shall
survive the expiration or termination of the
Contract.
Furniture, Fixtures, Equipment,
Materials, Supplies
Purchases, Rentals or Leases
Requiring Prior Approval
Prior to placing any order to purchase, rent or
lease any furniture, fixtures, or equipment
valued in excess of one thousand dollars
($1,000.00) per unit for which the Contractor
will seek reimbursement from the County, the
Contractor shall submit to the County a written
request for approval to make such a proposed
purchase, rental or lease, with a list showing the
quantity and description of each item, its
intended location and use, estimated unit price
or cost, and estimated total cost of the proposed
order. Written approval of the County shall be
required before the Contractor may proceed with
such proposed pumhase, rental or lease of
furniture, fixtures or equipment. All items
purchased must be new or like new unless
specifically described otherwise in the Budget.
Purchase Practices/Proprietary
Interest of County
i.) The Contractor shall follow the
general practices that are designed to
obtain furniture, fixtures, equipment,
materials, or supplies at the most
reasonable price or cost possible.
ii.) The County reserves the right to
purchase or obtain furniture, fixtures,
equipment, materials, or supplies for the
Contractor in accordance with the
programmatic needs of the Contract. If
the County exercises this right, the
amount budgeted for the items so
pumhased or obtained by the County for
33 of 42 pages
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
the Contractor shall not be available to
the Contractor for any purpose
whatsoever. Title to any such items
purchased or otherwise obtained by the
County for the programs encompassed
by the Contract and entrusted to the
Contractor, shall remain in the County.
iii.) The County shall retain a
proprietary interest in all fumiture,
removable fixtures, equipment,
materials, and supplies purchased or
obtained by the Contractor and paid for
or reimbursed to the Contractor pursuant
to the terms of the Contract or any prior
agreement between the parties.
iv.) The Contractor shall attach
labels indicating the County's
proprietary interest or title in all such
property.
County's Right to Take Title and
Possession
Upon the termination or expiration of
the Contract or any renewal thereof, the
discontinuance of the business of the
Contractor, the failure of the Contractor
to comply with the terms of the
Contract, the bankruptcy of the
Contractor, an assignment for the
benefit of its creditors, or the failure of
the Contractor to satisfy any judgment
against it within thirty (30) days of filing
of the judgment, the County shall have
the right to take title to and possession
of all furniture, removable fixtures,
equipment, materials, and supplies
referred to in subparagraph 7(b) above
and the same shall thereupon become
the property of the County without any
claim for reimbursement on the part of
the Contractor.
Inventory Records, Controls and
Reports
The Contractor shall maintain proper
and accurate inventory records and
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
controls for all such furniture,
removable fixtures and equipment
acquired pursuant to the Contract and all
prior agreements between the parties, if
any. Three (3) months before the
expiration date of the Contract, the
Contractor shall make a physical count
of all items of furniture, removable
fixtures and equipment in its custody,
checking each item against the aforesaid
inventory records. A report setting forth
the results of such physical count shall
be prepared by the Contractor on a form
or forms designated by the County,
certified and signed by an authorized
official of the Contractor, and one (l)
copy thereof shall be delivered to the
County within five (5) days after the
date set for the aforesaid physical count.
Within five (5) days after the
termination or expiration date of the
Contract, the Contractor shall submit to
the County six (6) copies of the same
report updated to such date of the
Contract, certified and signed by an
authorized official of the Contractor,
based on a physical count of all items of
furniture, removable fixtures and
equipment on the aforesaid expiration
date, and revised, if necessary, to
include any inventory changes during
the last three (3) months of the Term.
IFMS No. SC EXE 0000000
O01-6790/6797/6774/6777-4980, 6776-3330-95284
Protection of Property
Contractor's Custody
The Contractor shall maintain vigilance
and take all reasonable precautions to
protect the furniture, fixtures,
equipment, material or supplies in its
custody against damage or loss by fire,
burglary, theft, disappearance,
vandalism, or misuse. In the event of
burglary, theft, vandalism, or
disappearance of any item of furniture,
fixtures, equipment, material or
supplies, the Contrantor shall
immediately notify the police and make
a record thereof, including a record of
the results of any investigation which
10.
11.
34 of 42 pages
may be made thereon. In the event of
loss of or damage to any item of
furniture, fixtures, equipment, materials,
or supplies from any cause, the
Contractor shall immediately send the
County a detailed written report thereon.
Disposition of Property in
Contractor's Custody
Upon termination of the County's
funding of any of the Services covered
by the Contract, or at any other time that
the County may direct, the Contractor
shall make access available and render
all necessary assistance for physical
removal by the County or its designee of
any or all furniture, removable fixtures,
equipment, materials or supplies in the
Contractor's custody in which the
County has a proprietary interest, in the
same condition as such property was
received by the Contractor, reasonable
wear and tear excepted. Any
disposition, settlements or adjustments
connected with such property shall be in
accordance with the rules and
regulations of the County and the State
of New York.
Lease or Rental Agreements
If lease payments or rental costs are included in
the Budget as an item of expense reimbursable
by the County, the Contractor shall promptly
submit to the County, upon request, any lease or
rental agreement. If during the Term, the
Contractor shall enter into a lease or rental
agreement, or shall renew a lease or rental
agreement, the Contractor shall, prior to the
execution thereof, submit such lease or rental
agreement, to the County for approval.
Statement of Other Contracts
Prior to the execution of the Contract, the
Contractor shall submit a Statement of Other
Contracts to the County, which shall be attached
as an exhibit to the Contract. If the Contract is
amended during the Term, or if the County
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
exercises its option right, the Contractor shall
attach a then current Statement of Other
Contracts.
12. Miscellaneous Fiscal Terms and
Conditions
a. Limit of County's Obligations
The maximum amount to be paid by the County
is set forth on the first page of the Contract.
b. Duplicate Payment from Other
Sources
Payment by the County for the Services shall not
duplicate payment received by the Contractor
from any other source.
c. Funding Identification
iii.) If sufficient funding is not
available or cannot be generated, the
County shall not be held liable for any
of the additional costs incurred by the
Contractor in furnishing such additional
services.
iv.) Prior to scheduling any such
additional services on County-owned
property, the Contractor shall obtain
written County approval. The
Contractor shall, to the County's
satisfaction, submit any documentation
requested by the Department reflecting
the change, and identify the additional
services to be provided and the source of
funding that shall be utilized to cover
the expenditures incurred by the
Contractor in undertaking the additional
services.
The Contractor shall promptly submit to the
County upon request, a schedule for all
programs funded by the County itemizing for
each such program the sums received, their
source and the total program budget.
d. Outside Funding for Non-County
Funded Activities
Notwithstanding the foregoing
provisions of the Contract, it is the
intent of the County that the terms and
conditions of the Contract shall not limit
the Contractor from applying for and
accepting outside grant awards or from
providing additional educational
activities/services which may result in
the Contractor incurring additional
costs, as long as the following
conditions are met:
i.) The County is not the Fund
Source for the additional services;
ii.) Sufficient funding is available
for or can be generated by the
Contractor to cover the cost incurred by
the Contractor to provide these
additional services; and
Potential Revenue
The Contractor shall actively seek and
take reasonable steps to secure all
potential funding from grants and
contracts with other agencies for
programs funded by the County.
Payments Contingent
State/Federal Funding
upon
Payments under the Contract may be
subject to and contingent upon
continued funding by State and/or
Federal agencies. In such event, no
payment shall be made until the
Contractor submits documentation in the
manner and form as shall be required by
State and/or Federal agency. If late
submission of claims precludes the
County from claiming State or Federal
reimbursement, such late claims shall
not be honored. If, for any reason, the
full amount of such funding is not made
available to the County, the Contract
may be terminated in whole or in part,
or the amount payable to the Contractor
may be reduced at the discretion of the
County, provided that any such
termination or reduction shall not apply
35 of 42 pages
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
to allowable costs incurred by the
Contractor prior to such termination or
reduction, and provided that money has
been appropriated for payment of such
costs.
County set forth on the first page of the
Contract.
j. Payments Limited to Actual Net
Expenditures
go
Denial of Aid
If a State or Federal government agency
is funding the Contract and fails to
approve aid in reimbursement to the
County for payments made hereunder by
the County to the Contractor for
expenditures made during the Term
because of any act, omission or
negligence on the part of the Contractor,
then the County may deduct and
withhold from any payment due to the
Contractor an amount equal to the
reimbursement denied by the state or
federal government agency, and the
County's obligation to the Contractor
shall be reduced by any such amounts.
In such an event, if there should be a
balance due to the County after it has
made a final payment to the Contractor
under the Contract, on demand by the
County, the Contractor shall reimburse
the County for the amount of the
balance due the County, payable to the
Suffolk County Treasurer. The
provisions of this subparagraph shall
survive the expiration or termination of
the Contract.
Budget
The Contractor expressly represents and
agrees that the Budget, to the extent
applicable, lists all personnel and/or all
other costs of the Services.
Payment of Claims
Upon receipt of a Suffolk County
Payment Voucher, the County, at its
discretion, may pay the Contractor
during the Term, in advance, an amount
not to exceed one sixth (1/6) of the
maximum amount to be paid by the
ko
The Contractor agrees that if, for any
reason whatsoever, the Contractor shall
spend during the Term for the purposes
set forth in the Contract an amount less
than, or receive amounts more than,
provided in the Budget, the total cost of
the Contract shall be reduced to the net
amount of approved, actual Contractor
expenditures made for such purposes,
and amounts received and that the total
amount to be paid by the County shall
not exceed the lesser of (i) approved
actual net expenditures or (ii) the total
cost of the Contract on the cover page
and in the Budget. Upon termination or
expiration of the Contract, if the
Contractor's total amount of allowable
expenses is less than the total amount of
the payments made during the Term, the
Contractor shall prepare a cheek payable
to the Suffolk County Treasurer for the
difference between the two amounts and
submit such payment to the County,
along with the final Suffolk County
Payment Voucher.
Travel Costs
Reimbursement to the Contractor for
travel costs shall not exceed amounts
allowed to County employees.
Attendance at Conferences
All conferences that are partially or fully
funded by the County that the
Contractor's staff wish to attend must be
pre-approved, in writing, by the County
and must be in compliance with Suffolk
County Standard Operating Procedure
A-07 and Executive Order No. 4-2004.
36 of 42 pages
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
m. Salaries
The Contractor shall not be eligible to
receive any salary reimbursement until
proof of deposit or payment of all
withholding and payroll taxes to the
Federal/State governments has been
provided to the County.
n. Salary Increases
No salary, wage, or other compensation
for the Services shall be increased over
the amount stated in the Budget without
the prior written approval of the County.
o. Contractor Vacancies
The County shall have the right of prior
approval of the Contractor's filling of
any position vacant as of the date of
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
13.
execution of the Contract or as may
thereafter become vacant, and, in the
exercise of that right, may promulgate
reasonable regulations involving
position control which shall be deemed
to be incorporated by reference in, and
be made part of, the Contract.
p. No Limitation On Rights
Notwithstanding anything in this
Article II, the County shall have
available to it all rights and remedies
under the Contract and at law and
equity
Specific Payment Terms and Conditions
Rate Information Follows
37 of 42 pages
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Town of Southold
RATE PAGE
IIIC Nutrition Program
January 1, 2013 - December 31, 2013
CONGREGATE MEALS
$5.52
HOME-DELIVERED MEALS
$5.85
Meals in excess of the number stated on the cover page will be used as local match for the Title IIIC program
End of Text for Article IV
38 of 42 pages
Law No. 14-AG-
Rev. 1/11/1;3
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Article V
Suffolk County Legislative Requirements
Contractor's/Vendor's Public Disclosure
Statement
It shall be the duty of the Contractor to read,
become familiar with, and comply with the
requirements of section A5-7 of Article V of the
Suffolk County Code.
Unless certified by an officer of the Contractor as
being exempt from thc requirements of section
A5-7 of Article V of the Suffolk County Code,
the Contractor represents and warrants that it has
filed with the Comptroller the verified public
disclosure statement required by Suffolk County
Administrative Code Article V, Section A5-7 and
shall file an update of such statement with the
Comptroller on or before the 31 st day of January
in each year of the Contract's duration. The
Contractor acknowledges that such filing is a
material, contractual and statutory duty and that
the failure to file such statement shall constitute a
material breach of the Contract, for which the
County shall be entitled, upon a determination
that such breach has occurred, to damages, in
addition to all other legal remedies, of fifteen
percent (15%) of the amount of the Contract.
Required Form:
Suffolk County Form SCEX 22; entitled
"Contractor's/Vendor's Public Disclosure
Statement"
Living Wage Law
It shall be the duty of the Contractor to reed,
become familiar with, and comply with the
requirements of Chapter 575, of the Suffolk
County Code.
This Contract is subject to the Living Wage Law
of the County of Suffolk. The law requires that,
unless specific exemptions apply, all employers
(as defined) under service contracts and
recipients of County financial assistance, (as
defined) shall provide payment of a minimum
wage to employees as set forth in the Living
Wage Law. Such rate shall be adjusted annually
pursuant to the terms of the Suffolk County
Living Wage Law of the County of Suffolk.
Under the provisions of the Living Wage Law,
the County shall have the authority, under
appropriate circumstances, to terminate the
Contract and to seek other remedies as set forth
therein, for violations of this Law.
Required Forms:
Suffolk County Living Wage Form LW-I;
entitled "Suffolk County Department of Labor -
Living Wage Unit Notice of Application for
County Compensation (Contrac0."
Suffolk County Living Wage Form LW-38;
entitled "Suffolk County Department of Labor -
Living Wage Unit Living Wage
Certification/Declaration - Subject To Audit."
Use of County Resources to Interfere with
Collective Bargaining Activities
It shall be the duty of the Contractor to read,
become familiar with, and comply with the
requirements of Article I of Chapter 803 of
the Suffolk County Code.
Cotmty Contractors (as defined by section 803-2)
shall comply with all requirements of Chapter
803 of the Suffolk County Code, including the
following prohibitions:
a. The Contractor shall not use County
funds to assist, promote, or deter union
organizing.
b. No County funds shall be used to
reimburse the Contractor for any costs
incurred to assist, promote, or deter
union organizing.
c. No employer shall use County property
to hold a meeting with employeas or
supervisors if the purpose of such
meeting is to assist, promote, or deter
union organizing.
If the Services are performed on County property,
the Contractor must adopt a reasonable access
agreement, a neutrality agreement, fair
communication agreement, non-intimidation
agreement, and a majority authorization card
agreement.
If the Services are for the provision of human
services and are not to be performed on County
properly, the Contractor must adopt, at the least,
a neutrality agreement.
Under the provisions of Chapter 803, the County
shall have the authority, under appropriate
circumstances, to terminate the Contract and to
seek other remedies as set forth therein, for
violations of this Law.
Required Form:
Suffolk County Labor Law Form DeL-LO1;
entitled "Suffolk County Department of Labor -
Labor Mediation Unit Union Organizing
Certification/Declaration - Subject to Audit."
39 of 42 pages
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
Lawful Hiring of Employees Law
It shall be the duty of the Contractor to read,
become familiar with, and comply with the
requirements of Article II of Chapter 353 of the
Suffolk County Code.
This Contract is subject to the Lawful Hiring of
Employees Law of the County of Suffolk. It
provides that ail covered employers, (as defined),
and the owners thereof, as the case may be, that
are recipients of compensation ~om the County
through any grant, loan, subsidy, funding,
appropriation, payment, tax incentive, contract,
subcontract, license agreement, lease or other
financial compensation agreement issued by the
County or an awarding agency, where such
compensation is one hundred percent (100%)
funded by the County, shall submit a complatcd
sworn affidavit (under penalty of perjury), the
form of which is attached, certifying that they
have complied, in good faith, with the
requirements of Title 8 of the United States Code
Section 1324a with respect to the hiring of
covered employees (as defined) and with respect
to the alien and nationality status of the owners
thereof. The affidavit shall be executed by an
authorized representative of the covered
employer or owner, as the case may be; shall be
part of any executed contract, subcontract, license
agreement, lease or other financial compensation
agreement with the County; and shall be made
available to the public upon request.
All contractors and subcontractors (as defined) of
covered employers, and the owners thereof, as
the case may be, that arc assigned to perform
work in connection with a County contract,
subcontract, license agreement, lease or other
financial compensation agrecment issued by the
County or awarding agency, where such
compensatiun is one hundred percent (100%)
funded by the County, shall submit to the covered
employer a completed sworn affidavit (under
penalty of perjury), the form of which is attached,
certifying that they have complied, in good faith,
with thc requirements of Title 8 of the United
States Code Section 1324a with respect to the
hiring of covcred employees and with respe~ to
thc alien and nationality status of the owners
thereof, as the case may be. The affidavit shall
be executed by an authorized representative of
the contractor, subcontractor, or owner, as the
case may be; shall be part of uny executed
contract, subcontract, license agreement, lease or
other financial compensation agreement between
the covered employer and the County; and shall
be made available to the public upon request.
An updated affidavit shall be submitted by each
such employer, owner, contractor and
subcontractor no later than January 1 of each year
for the duration of any contract and upon the
renewal or amendment of the Contract, and
whenever a new contractor or subcontractor is
hired under the terms of the Contract.
The Contractor acknowledges that such filings
are a material, contractual and statutory duty and
that the failure to file any such statement shall
constitute a material breach of the Contract.
Under the provisions of the Lawful Hiring of
Employees Law, the County shall have the
authority to terminate the Contract for violations
of this Law and to seek other remedies available
under the law.
The documentation mandated to be kept by this
law shall at all times be kept on site. Employee
sign-in sheets and register/log books shall be kept
on site at all times during working hours and all
covered employees, as defined in the law, shall
be required to sign such sign-in
sheets/register/log books to indicate their
presence on the site during such working hours.
Required Forms:
Suffolk County Lawful Hiring of Employees Law
Form LHE-1; entitled "Suffolk County
Department of Labor -Notice Of Application To
Certify Compliance With Federal Law (8 U.S.C.
Section 1324a) With Respect To Lawful Hiring
of Employees."
Suffolk County Lawful Hiring of Employees Law
Form LHE-2; entitled "Affidavit Of Compliance
With The Requirements Of 8 U.S.C. Section
1324a With Respect To Lawful Hiring Of
Employees"
Suffolk County Lawful Hiring of Employees Law
Form LHE-6; entitled "Notice of Non-
Applicability For Compliance With Federal Law
(8 U.S.C. Section 1324A) With Respect To
Lawful Hiring Of Employees."
5. Gratuities
It shall be the duty of the Contractor to read,
become familiar with, and comply with the
requirements of Chapter 664 of the Suffolk
County Code.
The Contractor represents and warrants that it has
not offered or given any gratuity to any official,
employee or agent of the County or the State or
of any political party, with the purpose or intent
40 of 42 pages
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - HIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
of securing an agreement or securing favorable
treatment with respect to the awarding or
amending of an agreement or the making of any
determinations with respect to the performance of
an agreement.
6. Prohibition Against Contracting
with Corporations that Reincorporate
Overseas
It shall be the duty of the Contractor to read,
become familiar with, and comply with the
requirements of sections A4-13 and A4-14 of
Article IV of the Suffolk County Code.
The Contractor represents that it is in compliance
with sections A4-13 and A4-14 of Article IV of
thc Suffolk County Code. Such law provides that
no contract for consulting services or goods and
services shall be awarded by the County to a
business previously incorporated within the
U.S.A. that has reincorporated outside the U.S.A.
Child Sexual Abuse Reporting Policy
It shall be the duty of the Contrac~r to read,
become familiar with, and comply with the
requirements of Article II of Chapter 880 of thc
Suffolk County Code.
The Contractor shall comply with Article II of
Chapter 880, of the Suffolk County Code,
entitled "Child Sexual Abuse Reporting Policy,"
as now in effect or amended hereafter or of any
other Suffolk County Local Law that may
become applicable during the term of the
Contract with regard to child sexual abuse
reporting policy.
Non Responsible Bidder
It shall be the duty of the Contractor to read,
become familiar with, and comply with the
requirements of Article Il of Chapter 189 of the
Suffolk County Code.
Upon signing the Contract, the Contractor
certifies that it has not been convicted of a
criminal offense within the last ten (10) years.
The term "conviction" shall mean a finding of
guilty after a trial or a plea of guilty to an offense
covered under section 189-5 of the Suffolk
County Code under "Nonresponsiblc Bidder."
Use of Funds in Prosecution of Civil
Actions Prohibited
It shall be the duty of the Contractor to read,
become familiar with, and comply with the
requirements of Article III of Chapter 893 of the
Suffolk County Code.
10.
11.
12.
The Contractor shall not use any of the moneys,
in part or in whole, and either directly or
indirectly, received under thc Contract in
connection with the prosecution of any civil
action against the County in any jurisdiction or
any judicial or administrative forum.
Youth Sports
It shall be the duty of the Contractor to read,
become familiar with, and comply with Article
III of Chapter 730 of the Suffolk County Code.
All contract agencies that conduct youth sports
programs are required to develop and maintain a
wt~tten plan or policy addressing incidents of
possible or actual concussion or other head
injuries among sports program participants. Such
plan or policy must be submitted prior to the
award of a County contract, grant or funding.
Receipt of such plan or policy by the County
does not represent approval or endorsement of
any such plan or policy, nor shall the County be
subject to any liability in connection with any
such plan or policy.
Work Experience Participation
If the Contractor is a not-for-profit or
governmental agency or institution, each of the
Contractor's locations in the County at which the
Services are provided shall be a work site for
public-assistance clients of Suffolk County
pursuant to Chapter 281 of the Suffolk County
Code at all times during the Term of the Contract.
If no Memorandum of Understanding ("MOU")
with the Suffolk County Department of Labor for
work experience is in effect at the beginning of
the Term of the Contract, the Contractor, if it is a
not-for-profit or governmental agency or
institution, shall enter into such MOU as soon as
possible atter the execution of the Contract and
failure to enter into or to perform in accordance
with such MOU shall be deemed to be a failure to
perform in accordance with the Contract, for
which the County may withhold payment,
terminate the Contract or exercise such other
remedies as may be appropriate in the
circumstances.
Suffolk County Local Laws Website
Address
Suffolk County Local Laws, Rules and
Regulations can be accessed on the homapage of
the Suffolk County Legislature.
End of Text for Article V
41 of 42 pages
Law No. 14-AG-
Rev. 1/11/13
Consultant/Personal Services - IIIC Nutrition/SNAP
IFMS No. SC EXE 0000000
001-6790/6797/6774/6777-4980, 6776-3330-95284
1. Public Disclosure
2. Living Wage
3. Union Certification
4. Lawful Hiring
5. Certification Regarding Lobbying
6. Comptroller's Rules
7. Statement of Other Contracts
8.
Appendices
- not applicable - see cover page
Summary
S. C. Office for the Aging Appendices
1. Policy & Procedure Manuals - Congregate & Home-Delivered Meals
(considered part of the Contract - not attached)
2. Technical Assistance Packet (considered part of the Contract- not attached)
3. Legal Holidays Schedule
4. Project Menu Plan
42 of 42 pages
SUFFOLK COUNTY DEPARTMENT OF LABOR - LIVING WAGE UNIT
NOTICE OF APPLICABILITY
OF LIVING WAGE LAW
Living Wage Law, Suffolk County Code, Chapter 347 (2001)
To Be Completed By The Living Wage Unit
DATE: December 21, 2012
TO: Mary-Valerie Kempinski, S.C. Dept. of Human Services, Office of the Aging
FROM: Brenda Rosenberg, Director of Living Wage Compliance Unit
TELEPHONE #: 853-2063
VENDOR #: 11-6001939
REF.#: IIIC Nutrition Program
You are hereby notified that the response from Town of Southold has been evaluated by the Living Wage Unit
of the Suffolk County Department of Labor.
We find:
X The documents submitted with this contract / proposal are complete and conform to the
requirements of the Living Wage Law (Local Law #12-2001). The Awarding Agency may proceed with
the normal and customary procedure for administering contracts.
The documents submitted with this contract / proposal are not complete, or do not conform
to the requirements of the Living Wage Law (Local Law #12-2001).
Employers who fall to submit documents or information required to demonstrate compliance with the
Law shall he deemed non-responsive and subject to disqualification.
If the employer is presently under contract, the contractor shall be deemed non-compliant and the
appeals process shall be made available to said employer (Chapter 347-5 A & B).
LW-13
Suffolk County, New York
Department of Labor
SUFFOLK COUNTY DEPARTMENT OF LABOR- LABOR MEDIATION UNIT
UNION ORGANIZING CERTIFICATION/DECLARATION - SUBJECT TO AUDIT
If the following definition of "County Contractor" (Union Organizing Law Chapter 466-2) applies to the
contractor's/beneficiary's business or transaction with SuffoLk County, the contraotor/baneficiary must complete Sections I,
III, and IV below. If the following definitions do not apply, the contractor/beneficiary must complete Sections I~, IH and IV
below. Completed forms mast be submitted to the awarding agency.
County Contractor: "Any employer that receives more than $50,000 in County funds for supplying goods or services pursuant to a
written contract with the County of Suffolk or any of its agencies; pursuant to a Suffolk County grant; pursuant to a Suffolk County
prograro; pursuant to a Suffolk County reimbursement for services provided in any calendar year;, or pursuant to a sub¢onlract with
any of the above."
Section I
The Union Organizing Law applies to this con~ract. I/we hereby agree to comply with all the provisions of Suffolk
County Local Law No. 26-2003, the Suffolk County Union Organizing Law (the law) and, as to the goods und/or
services that are the subject of the contract with the County of Suffolk shall not use County funds to assist, promote,
Check if or deter union organizing (Chnpter 466-3 A), nor seek reimbursement from the County for costs incurred to assist,
Applicable promote, or deter union organizing. (Chapter 466-3 B)
I/we further agree to tek¢ all action necessary to ensure that County funds are not used to assist, promote, or deter
union organizing. (Chapter 466-3 It)
lave further agree that I/we will not use County property to hold meetings to assist, promote, or
deter union organizing. (Chapter 466-3E)
I/we further agree that if any expenditures or costs incurred to assist, promote, or deter union organizing are made,
I/we shall maintain records sufficient to show that no County funds were used for those expenditures and, as
applicable, that no reimbursement from County funds has been sought for such costs. I/we agree that such records
shall be made available to the pertinent County agency or authority, the County Comptroller, or the County
Department of Law upon request. (Chapter 466-3 I)
lJwe further affirm to the following as to the goods and/or services that are the subject of the contract with the
County of Suffolk:
· I/we will not express to employees any false or misleading information that is intended to influence the
datemlinafion of employee preferences regarding anion representation;
· IAve will not coerce o~ intimidate employees, explicitly or implicitly, in selecting or not selecting a bargaining
representative;
· I/we will not require an employee, individually or in a group, to attend a meeting or an event that is intended to
influance his or her decision in selecting or not selecting a bargaining representative;
· I/we understand my/our obligation to limit disruptions caused by prerecognition labor disputes through the
adoption of nonconfrontational procedures for the resolution of prerecognitiun labor disputes with employees
engaged in the production of goods or the rendering of services for the County; and
· IJwe have or will adopt any or all of the above-referencad procaduras, or their fuectional equivalent, to ansure
the efficient, timely, and quality provision of goods and services to the County. I/we shall include a list of said
pro~ases in such certification.
Section II
The Union Organizing Law does not apply to this contract for the following reason(s):
Check if
Applicable
DOL-LOI (3/5/08)
~uffolk County, New York
Department of Labor
Section III
Contractor Name:
Contractor Address:
Town of Southold
53095 Main Road P.O. Box 1179
Southold, New York 11971
Contractor Phone #:
Description of project or service:
Senior Services
Federal Employer ID#:
Amount of Assistance:
Vendor #:
Contact:
11-6001939
$249,354.
Karen McLaughlin, Director 631 298-4460
III-C Nutrition Programs for the Elderly
(Congregate and Home Delivered Meals Programs for Seniors)
Section IV
In the event any part of the Union Organizing Law, Chapter 466 of the Laws of Suffolk County, is found by a court of competent
jurisdiction to be preempted by federal and/or state law, this certification/declaration shall be void ab initio.
Section V
I declare under punalty~f perjury under the Laws of the State of New York that the undersigned is authorized to provide this
certification, and th~abo_ve ~e an.d,~,~_n'ect
Authorized Signature Date
Print Name and Title of Authorized Representative
DOL-LOI (3/5/08)
NOTICE OF APPLICATION TO CERTIFY COMPLIANCE WITH FEDERAL LAW
(8 U.S.C. SECTION 1324A)
WITH RESPECT TO LA WFUL HIRING OF EMPLOYEES
VERIFICATION OF SUBMISSION OF LA WFUL HIRING OF EMPLOYEES
Suffolk County Code, Chapter 234 (2006)
To Be Completed By the Local Law Compliance Unit
DATE: December 21, 2012
TO: Mary-Valerie Kempinski, S. C. Office for the Aging
FROM~'renda Rosenberg~ Director
TELEPHONE# 631 853-3808
EMPLOYER: Town of Southold
VENDOR #: 11-6001939
REF. #: IHC Nutrition Program
You are hereby notified that the submission from Town of Southold has been received by
the Lawful Hiring of Employees Unit of the Suffolk County Department of Labor. We find that
this submission is complete and is in compliance with the requirements set forth by the Suffolk
County Lawful Hiring of Employees Law (Local Law #52-2006).
LHE-3
(01/07)
Certification Regarding LobbYing
For Contracts, Grants, Loans and Cooperative Agreement
The undersigned certir~s, to the be~ of his or her knowledge and belief, that:
(1) No 8t~ or Federal appr°Prtated funds have been paid Or ~1 be I~id, by or on
legblatlon or ~ ac~xtt p"nding before local, ~ and Federal exect~lve
and/or legisla~ bodin in (x~nnection with the awa~ling of.ny contract, Ihe making of
any grank the maldng of any loan, the enming of any oooperative agmeme~ and the
extmmion, continuation, renewal, nm"ndmenk or modifloation of any o~,~-iok grant
ionn, or OOOl~a~e ngmem"nt.
(2) If any funds olher thnn 81nte or Federal appropriatad fund~ have been paid or Will
appropriation aolk~ pending before local, State nnd Federal mmouSve "nd/or
legislntive bodin in omneotion.with this oontmok gmnk loan or cooperative agmm~nt,
the undersigned shall oompkdn and ~mit ~t"ndard Fon~ LLL,."Di~Io~um Form to
(3) Tbe undmigned ahnll require that the I"nguage of'thi; oerlifloation be included in
the award dootnm~ for nil uultmwnrda at sdl tim (including SUboontra~, uubgrant~,
and omtmots und~ grants, loans, and ooq~ative agreements)and that all
submdplents shaU.oe~/and dhdooe aooordingly.
This omtffioatiofl is n material repmumta~n of faot upon whioh m#"noe wau plao~d
reuem[ gwemmem m no; mn t~"n $10,~oo ann n~ mom man $100,000 tx ~aoh
suoh failure.-
To Sign Application
For:
Town of Southold
Name of Grantee
COUNTY OFSUFFOLK
OFFICE OF BUDGET AND MANAGEMENT
CONTRACT BUDGET MODIFICATION REQUEST
The program budget contained in the Agreement of
between the
COUNTY OF SUFFOLK end
Program
is hereby amended as follows:
Contract No.
LINE
NUMBER $ CHANGE +
(HEADING DESCRIPTION $ BEFORE $ AFTER OR -
NET CHANGE ~ 0
Except as sal forth above, this budget modification shell not be deemed to change any condition or
provision in the said Agreement.
By: By:
Name: ' Name: Holly Rhodes-Teague
T~tle: Title: Director
Date: Dept: AGING
Agency:. Date:
FOR THE COUNTY OF SUFFOLK
APPROVED BY:
DATE:
BUDGET DIRECTOR
NOTE.' This form is not to be used to affect any net increase In the budget.
USE REVERSE FOR SUPPORTING STATEMENTS
Revision No:
Department:
Contract Budget Approval Form
Contractor:
Agreement No.
Agreement Pedod:
Date last executed/amended:
Budget Period to which this revision applies:
Identify the items that are being changed by this revision:
Budget:
Period Adopting
Amount of increase
Amount of decrease
New Budget amount for the period:
Revising
Copies of supporting documentation are attached as follmv~ (check all that apply):
Resolution Budget Other
Approvals:
Department: Contractor:
By: By:.
Name: Name:
Title: Title:
Date: Date:
Fiscal Unit:
By: ....
Name:
Title:
Date:
Division:
By:
Name:
Title:
Date:
Federal Tax ID #:
County Executive Budget Office:
Approved __ Disapproved __
By:
Name:
Title:
Date:
Contract Budget Approval Form 2010
STANDARD
OPERATING
PROCEDURE
OFIqC~ O1~ Tllg COld,IT/,xgcunvg
Dm: 0~05 ]
Sumb~n A-~?
Amemdmmt I
I. ~rmme: This SOP details how employees can obtain approval for confercuce
attendance, Iravol out of Suffolk County during county time for cosferenccs or
seminm, md government related meetings with an overnight stay.
2. Seoox This SOP applies to all County Employees in all county dements,
offices, ~ agencies.
airplane ~ravel, and AMTRAK be handled through a dc~i_gnated travel ~gcncy.
(I) A Confe~nc~ is defined as a large ~roup of people asmnbling togehher to
discuss · wide range of topics. The Annual New York State Association of
Counties Conference is an example ofa confmnce.
(2) A ~ is defined as at me' day, regularly scheduled m' i .mprmnptu,
g~ha~g of peopk ~or a specific purpose. A meeting of the Legislative
Subcommittee of thc New Yo~k State Association of Counties is an example
ora meeting.
(3) A Sem~ is defined as a group of people assembling for education or
training related to performance of a one's job duties as a county employs.
~. Pro. dare:
A. Con~
1) No mo~ than two (2) PerSons from a deparUnnn will be pennittcd to attmi a
~ce~ meeting, or seminsr. Certain exceptions will be gnmmi if a
confmmce~ mooting or mninar has programs with conflicting hours, if it requir~
more than one l~rson to attand, or if ]~ warrant mor~
attendees (e.~, mandated ~ainin~).
2) No reimbursement will be made for an ovemighi stay in New York City, Nassan
or Suffolk County. Employees will be required to commute to co~
limited to those instances in which it is required by binding legal obli~aflco.
3) An application for conference ,____*!e-~an~ end travul, Executive Form 10, ,~-~ be
subtnitted so that it mrlves at the County Executive's Budgot Office at Icest two
weeks prior to the conference dsto. If an eme~mcy n~ m ~ a ~
Management for approval. Any applicatiota submitted less than two (2) weeks
emer~ncY caused bY an unfot~mam evont beyond the control of tl~ applicant has
caused the delay in filing the applieati0n.
In no circumstances should an employee attend a conference before the
confmmce form has ~ approved. Thc~ will be no reimbursement for
individuals who smmded conferences prior to receiving an approved Conference
Altmdmce Form and n personal day or vacation day will have to be charged by
such employe~ h the absence of such approval.
4) All travel needing hotel accommodations, akline travel, car renal, and AMTRAX
shall be smmgod through e designated travel agency.
5) Supporting information such as brochures, program descriptions, itinmuics,
~eForm#10.
6) The Rules and Regulations governing travel orders and accounts, promulgated by
the county Department of Audit and C.~mtrol, must be followed in preparing
Executive Form #10.
7) The box indicating ~Total Cost of this Conference" and the section at the bottom
indicating "Travel Cost" end "Total Cost" should be filled in on all copies.
All applications for confcren~ at~e~inncc will bc re~raed to the t~speotive department,
office or agency if any of the above procedures have not been adhered to.
COUNTY OF SUFFOLK
EXECUTIVE ORDER NO. 4-2004
TO:
FROM:
RE:
NI Department Heads
Hon. Steve Levy, 8ufrolk County Executive
Travel Vouchers
Pursuant to Section 3-2 of the SUFFOLK COUNTY C ..I-~R'I'L~_ ~, please be advised that any
requests for.q~orovel or payment for travel ~ Sections 2-16 and 3-2 of the SUFFOLK
COUNTY ADMINISTRATIVE CODE shall not be eppmved by the County Executive unless
it .sec?es. the. approval of the Chief .Deputy County Executive ,=nd Deputy County
All requests for such epprovals s~JJ be filed with the Chief DePutY County F. xea~ve.
coun of
cc: Henry L. Barton, Jr., Clerk of the Legislature
E O4ravel-voueherl-4-2004
~UUNTY Ulr ~UFIe'UI.,A
OFIqCE OF TI~ cot~rrY EXECUTI~
Co1~W ~K~VB
~Y~_CUTIVE ORDER NO. 1-2005 AMENDING EXECUTIVE ORDER NO. 4-2004
TO:
FROM:
RE:
All Department Heads
Steve Levy, County Executive of Suffolk County
Travel Vouchers - Update
Please be advised that Executive Order No. 4-2004, Travel Vouchers., Is hereby amended
to read as follows:
Pursuant to Section 3-2 of the SUFFOLK COUNTY CHARTER, please be
advised that any requests for approval or payment for travel under Sections
2-16 and 3-2 o{ the SUFFOLK COUNTY ADMINISTRATIVE CODE shall not
be approved by the County Executive unlees It secures the approval of:
1.) ~ [the] Chief Deputy County Executive; and
[Deputy County Executive for Finance and Management]
jeffrey .~ho. Deputy County Executive and Chief of Staff.
This Executive Order supersedes Executive. Order No. 4-2004, Travel Vouchers.
COUNTY EXECUTIVE OF SUFFOLK COUNTY
[ ] Brackets dmote deletic~ of existing language.
Underlining denotes addition of new language,
Henry L. Barton, Jr., Clerk of the Legislature
Kevin S. Law, Esq., Chief Deputy County Executive for Administration and
Gensml Counsel
Paul Sabatlno II, Esq., Chief Deputy County Executive
Frederick B: Pollert, Deputy County ExeCutive for Finance and
Management
Jeffrey Szabo Deputy County Executive and Chief of Staff ·
Jeanine Dillon, As~istant Deputy County Executive
Adam Santiago, County Executive Assistant, Intergovernmental Relations Division
Amy Engel, County Executive Assistant
Executive's Technology Unit
EO-1.20~Travel-Vouahem-updated
COUNTY OF SUFFOLK
OFFlC~ OF Tl~ COUNTY
I::~_r-CUTIVE oR_nlq NO. 1A.__~9~;__ .~UKNDING EXECUTIVE ORDER NO. 4-2004
FROM:
RE:
All Department Heads
Steve Levy, County Executive of Suffolk County
Travel Vouchers - Update
Please be advised that Executive Order No. 4-2004, Travel Vouc, hem, is hereby amended
to mad as follows:
Pursuant to Section 3-2 of the SUFFOLK COUNTY CHARTER, pleese be
edvi~d that any requests for approval or payment for travel and related.
' expenses and'attendance under Sections [2-16 and 3-2] ~ of the
SUFFOLK COUNTY ADMINISTRATIVE CODE shall [not] only be approved
by the County Executive [unless it secures the a~pmval Of] orby:
Paul Sabellno II, Chief Deputy County Execulive; and
Jeffrey Szabo, Deputy County Executive and Chief of Staff.
This Executive Order supersedes Executive Order No. 4-2004, Travel Vouchers.
~OLK COUNTY
Brackets denote deletion of existing language.
Underlining denotes addition of new language.
Henry L Barton, Jr., Clerk of the Legislature
Kevtn S. Law, Esq., Chief Deputy County Executive for Administration and
General Counsel
Paul Sabstino II, Esq., Chief Deputy County Executive
Frederi~k B. Pollart, Deputy County F. xecuth~ for Rnance and
Management
Jeffrey Szabo Deputy County Executive and Chief of 8t~ff
' Jeanim Dillon, Aasi~tant Deputy County F_xecutl~
Adam Santiago, Counly Executive AssOnant, Intergovemmantal Relations Division
Amy Engel, County Executive Assbtant
Executive's Technology Unit
EO- 1A.2OOS.Tmval-Vouehem-updat~d- 1A
COUNTY OF SUFFOLK
OFFICE OFTHECOUNTYEXECUTIVE
Steve Levy
COUNTY£X~CUTIV£
EXECUTIVE ORDER NO, '~4-2007 RESClNDINGtEXECUTIVE ORDER NO. 1A-2005,
TO:
FROM:
RE;
All Department Heads
Steve Levy, County Executive of Suffolk County
Travel Vouchers
Please be advised that Executive Order No. 1A-2005, Travel Vouchers-Update, is hereby
rescinded.
Pursuant to Section 3-2 of the SUFFOLK COUNTY CHARTER, please be advised
that any requests for approval or payment for travel and related expenses and
attendance under Sections 2-17 and 3-1 of the SUFFOLK COUNTY
ADMINISTRATIVE CODE shall only be approved by the County Executive or by
DePuty County Executive and Chief of Staff Jeffrey W. Szabo
DATED: December ,.2007.
~TEVE' LEVY ' ~,/
· COUNTY EXECUTIVE OF SUFFOLK COUNTY
Tim Laube, Clerk of the Legislature
William J. Lindsay, Presiding Officer
Jim Mc~rgo, Chief Deputy'coqnty Executive
Jeffrey W. Szabo Deputy County Executive.and Chief of Staff
Ben Zwirn, Deputy County Executive
Frederick B. Pollert, Deputy County Executive for Finance and Management
Joseph S. Dujmlc, Jr., County Executive Assistant
Executive's Technology'Unit
COUNTYOFSUFFOLK
OFFICE OF THE COUNTY COMPTROLLER
JOSEPH SAWICKI, JR.
Comptroller
DEPARTMENT OF AUDIT AND CONTROL
Comptrofler's Rules and Regulations
for Consultant's Agreements
Revised 12/2009
TABLE OF CONTENTS
Scope .......................................................................................... 1
Definitions .................................................................................... 1
Allowable Claims ........................................................................... 1
Claim Submission ........................................................................... 2
Out of Pocket Expenses ................................................................... 3
Sub-Contractor Claims ..................................................................... 5
C~fied Statements ........................................................................ 6
EXHIBITS
EXHIBIT A
EXHIBIT B
EXHIBIT C
County of Suffolk, Standard Payment Voucher
FORM PV ...................................................... 8
Consultant's Time Summary
FORM A & C 108 ............................................. 9
Consultant's Exp~ns~ Summary
FORM A & C 109 ............................................ 10
1
1. Purpose- This manual establishes procedures for the reimbursement of
expenditures for consultants under contraet with the County.
2. Scope - These instructions apply to all County deparlments and agencies ulilizing
consultant services.
3. Definitions
m Consultant - An individual or firm engaged to provide outside
professional services to Suffolk County departments and agencies.
b. Consultant's A_~greement - A written contract describing the specific
services to be rendered by the consultant and the amount and terms of
payment for the services to be made by the County. The consultant's
agreement shall constitute the sole authorization for payment of claims.
The consultant's agreement shall be prepared in accordance with the
County Executive's Operating Procedures, SOP # 1-05. Non-specific
general purpose or lump sum payment agreements are not recommended.
4. Allowable Claims - Only claims which are submitted for expenditures
specifically identified in the agrcement will be approved for payment. Generally,
the agreement will stipulate a maximum fee for services ~ndared which is based
upon a rate per day or per hour. Accordingly, a rote schedule is an intagral pel~ of
each consultant's agreement. Increases will be allowed only by amendment to the
agrcement. Out-of-pocket expenditures are reimbursable if it is so stipulated in
the consultant's agreement.
2
5. Claim Submission- Consultants should submit their claims for reimbursement
through the County department or ageucy responsible for the consultant's
assi~ment, using appropriate forms, as indicated below:
a Claim Voucher.- A County of Suffolk Standard Payment Voucher Form
(Exhibit A) must accompany each consultant claim. The claim voucher
should refer to the consultant's agreement under which payment is
requested and indicate the category of expenses or contxact covenant
applicable to the claim voucher. It should be initialed by the dapamaentul
unit representative under whose supervision or jurisdiction the work was
performed, signifying that the consultant has complied with ail the terms
and conditions of the agreement under which the payment is requested.
The voucher must then be signed by the department head or his duly
authorized representative and forwarded to the Depazlment of Audit and
Control for payment.
b. Consultant's Time Sumrtu~, FORM A&C 108 (F, xh!hit B) -The
Consultant's Time Sununary should be used to record daily hours worked
by each staff member of the consultant working on the project. Space is
provided to record and extend the hours and wages of each staff member
assigned to the project on ons form. The completed FORM A&C 108
must be signed by and authorized individual of the consultant's firm. It
should then be attached to the County of Suffolk Standard Payment
3
voucher form. A copy of the consultant's payroll register with a cover
letter indicating the individuals charged to the project for the claim period
will be accepted as a substitute for the Consultant's Time Summary.
Consultant's Expense Summary~ FOR.fYI A&C 109 ~xhibit C) - The
Consultant's Expense Summary.should be used to detail expenses for
travel, meals, lodging or other necessary and reasonable out-of-pocket
expenditures incurred on the project. Each expense item should be
documented by a receipted bill, sales slip or invoice which toluls the daily
expenditures shown on the form. The completed FORM A&C 109 must be
signed by an authorized individual of the consultant's firm. It should then
be attached to the County of Suffolk Standard Payment Voucher Form.
Out-of-Pocket Expenses - If these expenses are reimbursable under the
consullant's agreement, the following rules and guidelines should be considered
before incurring such expenses and submilling claims:
u Meals - Meals are reimbursable under a consultant's conlract only if the
purpose of the meal is valid, that is, authorized under the contract as
sustenance while traveling. Effective October 1, 2009, the per diem meal
allowance shall be in accordance with the current maximum
reimburseraent rate for food as established by the U.S. General Services
Administration for the New York region. As published in ]RS Publication
1542 (rev. October 2009), the 2009 per diem meal and incidental rote is
4
$71.00 per diem including tax. Audit and Control should be contacted for
allowable rates for future fiscal periods. (Gratuities, at a reasonable and
customary rate, shall be reimbursed over and above the state limits).
The County will not honor claims for the reimbursement of "business
meals" submitted by members of the consultant's firm who are not
traveling out of town (overnight) in performance of the contract. Wber~. a
consultant meets the necessary criteria to be reimbursed for meals, no
receipts will be necessary but a certified statement will be required.
b. Lodoine - Effective October 1, 2009, claims for lodging will be
reimbursed at a rate not to exceed the current maximum reimbunement
rate for lodging as established by the U.S. General Services
Administration for the New York region as published in the IRS
Publication i 542 (rev. October~ 2009). The 2009 per diem rate for
lodging is $130.00 including taxes. Claims for lodging must be
accompanied by paid receipts. Audit and Control should be contacted for
the allowable rate for future fiscal periods.
c. Airfare- Airfare will only be reimbursed at the economy coach rate and a
receipt will be necessary. Individuals choosing to flY first class will not be
reimbursed for the premium expenses Incurred.
d. Mileage- The County will reimburse mileage claims in accordance with
the applicable current rate alloWed by the U.S. Internal Revenue Stvvice.
As of January 1, 2009 the rate is $.55 per mile and January I, 2010 the
rate is $.50 per mile. The consultant must provide origin, dcstiuation and
miles traveled for each trip. Audit and Control should bc contacted for thc
allowable rate for future fiscal periods.
e. Taxis - Taxi fares up to $25.00 will be reimbursed based on actual receipt
or certified statement. Any taxi expenses in excess of $25.00 per trip will
require receipts. Receipts and certified statements shall include origin and
destination, as well as the purpose of the trip.
f. Subways and Buses (local) - A certified statement will be adequate
documentation for these expenses.
g. Tolls - Receipts or certified statement will be adequate documentation for
these expenses.
h. Telenhone Expenses - Telephone expenses up to $25.00 per month will be
reimbursed based on a receipt or certified statement. Telephone expenses
totaling over $25.00 will require copies of the telephone company bills
with the appropriate calls circled.
i. Photocopies - In lieu of a specific contract for photocopies, the County
will reimburse at a cost not to exceed $.1 $ per copy, including labor. A
certified statement will be adequate documentation for reimbursement.
Sub-Contractor Claims - When the consultant is authorized in the Consultant's
Agreement to hire a sub-contractor, the Comptroller's Office should be supplied a
copy of the sub-contractor's agreement. Claims will not be processed if they are
6
not in compliance with the contract between the Consultant and the County. The
reporting requirement of the sub-contractor will be the same as that of the
Consultant. Details of all expenditures claimed must be documented in the same
manner. If the sub-contractor's agreement with the Consultant is a Imp-sum
payment agreement, detailed documentation reporting requirements are waived.
Certified Statements - When the consultant incurs minor travel or other out-of-
pocket expenses for which receipts are not available, he shall ln~imre an itemized
statement detailing the type and amount of expense, including the time, date, and
place incurred. After summarizing expenses claimed, the consultant must add and
sign the following certification terminology:
"The above expense~ are true and just and are a result of busine~
eandueted in ae¢ordanee with the terms of the contract with Suffolk County,
and have not be been previously peid.~
Signature of Authorized Person
8
g~lBIT A
8 10 ! i2 ~3 4 LS 16 ~OTAL ~,A~ "Z~C~F, AL
LqmQdrMMelnber ~7 L8 19 D [1 2 ~3 24 ~s ~6 ~ ~8 ~9 LO Il ~ PSi~ ~
$
CG~JLTANT'S NAh~ l~ltlO0 B3~II~
CONTRACTOR NAME
ADDRESS
CONTACT
STATEMENT OF OTHER CONTRACTS
Town of Southold Senior Services
750 Pacific Street, P.O. Box 85, Mattituck, New York 11952
Karen McLaughlin, Director PHONE NUMBER 631 298-4460
AGREEMENT TERM OF
PROGRAM NUMBER CONTRACT WITH AGREEMENT AMOUNT
III-C Nutrition Programs for the1 FMS No. S C EXE Suffolk County Office for
Elderly (Congregate C-1 and 11000005241 the Aging 1/1/12 - 12/31/12 $ 249,353.00
Home Delivered Meals C-2)
AAA Transportation 1 FMS No. 00000005285 Suffolk County Office for
Assistance Program the A~ing 04/01/12 - 3/31/13 $ 5,402.00
CSE Residential Repair 1FMS No. 00000005218 Suffolk County Office for
Program the Aging 04/01/12 - 03/31/13 $ 19,380.00
· Indicate (a) type of organization - County, State, Federal or Other and (b) name of Department, Agency or Organization.
STATEMENT OF OTHER CONTRACTS 05
10/2012
S U MMARY - RFQ FOR CONGREGATE NUTRITION PROGRAMS 20'12
PROPOSER: Town of Southold
GEOGRAPHIC CATCHMENT AREA:
Town of Southold: 2000. US Census Tracts 1700.01, 1700.02, 1701.01.
1702.01, 1702.02
PROVIDE ONE COPY.OF THIS SUMMARY SHEET FOR EACH PROGRAM CATCHMENT
AREA. YOU MAY MAKE PHOTOCOPIES OF THIS FORM.
TARGET COMMUNITY:
Town of Southold includihg the Village of. Greenport. (1701.01')
57
5
6AM -
5PM
r-~ CONGREGATE E~] CATERED ~ COOK ONsITE
Number of meals to be served each day- Congregate
Number of days per week for program
Crc e days.of program {~ (~) (~
Hours Of operation each day
Location for congregate see:
Southold Town Human Resource Center, 750 ?acifi~..St.~ Mat~ituck. NY 11952
(Satelite program at the P~conic ReCreation Center, 970 Peconic.Lane, Peconic. NY 11958
pending approval from SCO. FA' and Suffolk County Health Dept'. Meals will be preparedw
Location of program administration, E different from congregate see:
Pro~ram admln~mtration will remain at the H.mmn Rg~ource Center.
Please state any addEional information affecting service deliverY:
~ at the.Human Resource CEnter and transported to Peconic Center Kitchen for a two day
per month lunch program for eligible seniors. Anticipated start is Fall 2011.
OFFICE USE ONLY:
Revised 7#25/11
RFQ NPE 2012
MARY - RFQ FOR HOME DELIVERED NUTRITION PROGRAMS 2012
PROPOSER: Town of Southold
GEOGRAPHIC CATCHMENT AREA:
Town of Southold: 2000 US Census Tracts 1700.01, 1700.02,
1702.01, 1702.02
1701.01,
.PROVIDE ONE COPY OF THIS SUMMARY SHEET FOR EACH-PROGRAM CATCHMENT
AREA. YOU 'MAY'MAKE PHOTOCOPIES OF THIS FORM.
TARGET COMMUNITY: Tow~ of S0uthold including the Village .of Greenport (1701.01)
HOME-DELIVERED ~-~'CATERED L~_]' COOK ON SITE
112 Number of meals to be served each day - Home-Delivered
Number of days per week for program
6AM Circle days,of program
5PM
Hours Of Operation each day
· Location for home delivered site:
Southold Town H,,m~n Resource Center, 750 Pacific St. ~ Mattituck. NY 1195'2
Location of program administration if different from 'home 'delivered site:
Same
.Please State any additienal information affecting service delivery:
OF'FICE USE ONI~Y:
Revised 7#25/11
RFQ NPE 2012
RFQ No.
LEGAL HOLIDAY SCHEDULE
NUTRITION PROGRAM FOR THE ELDERLY
HOLIDAY
NEW YEAR'S DAY
DR. MARTIN LUTHER
KING, JR. DAY
LINCOLN'S
BIRTHDAY
PRESIDENT'S DAY
MEMORIAL DAY
INDEPENDENCE
DAY
LABOR DaY
~:OLUMBUS DAY
ELECTION DAY
VETERANS DAY
THANKSGIVING DAY
CHRISTMAS DAY
DATE
2012 2013 2014 2015
MONDAY, TUESDAY, WEDNESDAY, THURSDAY,
JANUARY 2 JANUARY1 JANUARY 1 JANUARY1
2016
FRIDAY,
JANUARY 1
MONDAY, MONDAY, MONDAY, MONDAY, MONDAY,
JANUARY 16 JANUARY 21 JANUARY 20 JANUARY 19 JANUARY 18
MONDAY, TUESDAY, WEDNESDAY, THURSDAY, FRIDAY,
FEBRUARY 13 FEBRUARY 12 FEBRUARY 12 FEBRUARY 12 FEBRUARY 12
MONDAY, MONDAY, MONDAY, MONDAY, MONDAY,
FEBRUARY 20 FEBRUARY 18 FEBRUARY 17 FEBRUARY 16 FEBRUARY 15
MONDAY, MONDAY, MONDAY, MONDAY, MONDAY,
MAY 28 MAY 27 MAY 26 MAY 25 MAY 30
WEDNESDAY, THURSDAY, FRIDAY, FRIDAY, MONDAY,
JULY 4 JULY 4 JULY 4 JULY 3 JULY 4
MONDAY, MONDAY, MONDAY, MONDAY, MONDAY,
SEPTEMBER 3 SEPTEMBER 2 SEPTEMBER 1 SEPTEMBER 7 SEPTEMBER 5
MONDAY, MONDAY, MONDAY, MONDAY, MONDAY,
OCTOBER 8 OCTOBER 14 OCTOBER '13 OCTOBER 12 OCTOBER 10
TUESDAY, TUESDAY, TUESDAY, TUESDAY, TUESDAY,
NOVEMBER6 NOVEMBER5 NOVEMBER4 NOVEMBER3 NOVEMBER8
MONDAY, MONDAY, TUESDAY, WEDNESDAY, FRIDAY,
NOVEMBER 12 NOVEMBER11 NOVEMBER11 NOVEMBER11 NOVEMBER 11
THURSDAY,
NOVEMBER22
THURSDAY,
NOVEMBER27.
THURSDAY,
NOVEMBER26
THURSDAY,
NOVEMBER28
THURSDAY,
NOVEMBER 24
TUESDAY, WEDNESDAY, THURSDAY, FRIDAY, MONDAY,
DECEMBER 25 DECEMBER 25 DECEMBER 25 DECEMBER 25 DECEMBER 26
Revised 3/6/12 LEGAL HOLIDAY SCHEDULE 11 rev 5-5-11
COUNTY: SUFFOLK
APPROVED BY:
MENU PLAN - NUTRITION PROGRAM FOR THE ELDERLY
SITE:
SITE MANAGER:
DATE/DAY
MEAT or MEAT ALTERNATE
3 OZ. COOKED EDIBLE
PROTEIN
* VEGETABLES
2 SERVINGS
(1/2 cup or equivalent measure)
Vit. C daily &Vit A 3x/wk.
WHOLE GRAIN BREAD or
ALTERNATE
2 SERVINGS
**FRUIT
1 SERVING
(1/2 cup or equivalent measure)
1% or SKIM MILK or
MILK ALTERNATE
1 SERVING
(1 cup or equivalent measure)
FAT
1 TEASPOON ~ (Vegetable Oils)
DESSERT
(DISCRETIONARY)
*An additional vegetable may be served in place of a fruit.
**An additional fruit may be served in place of a vggetable.